Minutes of the Board of Regents of Stephen F. Austin State University. 2004, Volume No. 201

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdocbes, Texas
July 8, 2004
Volume 201
TABLE OF CONTENTS
Page
04-45 Associate Vice President for Alumni Affairs 3
04-46 Resolution in Support of Proposed Merger of SF ASU Alumni
Foundation and SFASU Foundation 3
04-47 Approval of Minutes of April 20, May 20 and June 18, 2004 4
04-48 Faculty Appointments for 2004-2005 4
Staff Appointments for 2004-2005 ..."**..'"'*".6
changes of status !!!"!!!!!!!!!!!!!!!!!!".!!!!6
Retirements ....!..... 7
04-49 Regents Professorships 7
04-50 Holiday Schedule for 2004-2005 1.!/..!!!!!!!"!!!!"!!!!!!!!!!I""I!!!'.7
04-51 Summer I 2004 Underenrolled Class !!!"!"!!!!Z!I!!Z™8
04-52 Superintendency Program at Teague ISD 8
04-53 Athletic Policy & Procedure Manual Revisions 8
04-54 FY 2005 Budget 8
04-55 Selection of University Insurance Provider - Property, Boiler and
Machinery, Inland Marine, Automobile, and General Liability 8
Directors and Officers Liability Insurance 9
Electric Utility Contract *....'1.1".'.1..9
Student Technical Support 9
Budget Changes Less Than $50,000 !!!"""!!!"!"!"""!!!!!"!!."9
Approval for Purchase over $50,000 (Forestry for FY 2004-2005-
Alto Watershed Project) 9
Approval for Purchase over $50,000 (Forestry for FY 2004 -
Greenhouse Renovations) 9
Approval for Purchase over $50,000 (Forestry for FY 2004 -
Tree Physiology Lab Renovations) 9
Student Residence Halls IIIIIIIIIIIIIIIIIIIIIIIIIIIII^
Athletic Programs Insurance ]j)
Television Ad Contract '.'...."I"!!"'.!!!!! 10
04-56 Network Wiring - Austin and Rusk Buildings Z'mZ''m 10
Facility Site Studies .'..!!!!!!!!! 10
Student Residence Facilities ..10
04-57 Recreation Facility Project [.'.[['.'.'.'.'.110
04-58 Policy Revisions 10
Reports:
A. Faculty Senate
1. Parking Garage
2. Salaries
3. Baseball
4. Office Furniture
B. Student Government Association
1. Update on Student Recreation Center
C. Vice Presidents for Alumni Affairs and University Advancement
1. Capital Campaign
2. Marketing Update
D. Executive Director for Enrollment Management
E. Signage
F. President
1. Faculty/Staff Meeting - August 28
2. Faculty/Staff Fall Picnic - August 26
3. Coordinating Board Meeting - August 14-16
4. Commencement - August 14
5. Fall regional send-off parties
6. Fall kick off-Aug 3-4
7. Answer Questions from Members of the Board of Regents
Appendix No. 1 - Underenrolled Classes
Appendix No. 2 - HEAF Requests FY 2004-2005 "!!!!!!!"!!!!"!""!!!"!!"".'!!"
Appendix No. 3 - Budget Changes "'
Appendix No. 4 - Policy Revisions
C-01.2 Agency Accounts PI
C-33 Purchasing Ethics and Confidentiality P3
C-35 Returned Checks P5
C-48 Vendor Warrant Hold P6
D-l.l AIDS and HIV Virus P9
D-10 Driver Certification P16
D-14 Firearms, Explosives and Ammunition P17
D-32 Skating P18
D-34.1 Student Conduct Code P19
D-38 University Logo or Seal P25
D-41 Compliance with ADA P26
D-45 Campus Wide Information System P28
E-8N Classified Pay Plan P38
E-9 Compensation in Excess of Base Salary P46
E-12 Dual Employment P48
E-18 Employee Terminations and Transfers P50
E-33.1 New Employee Orientation P52
E-35 Outside Employment P54
E-50A Tenure P55
E-51.1N Time Clock P71
F-35 Vendor Protest P73
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
July 8, 2004
The meeting was called to order at 9:00 a.m. by Chair Fred Wulf. Board members
present in Room 307: Valerie Ertz, Joe Max Green, Kenneth James, Paul Pond, Mike
Wilhite and Fred Wulf. Absent: Margarita de la Garza-Grahm, Gary Lopez, Lyn
Stevens.
Others present in Board Room 307: Tito Guerrero, Mary Cullinan, Jerry Holbert, Baker
Pattillo, Roland Smith, Yvette Clark, and other SFA administrators, staff, and visitors.
04-45
Upon motion of Regent James, seconded by Regent Pond, with all members voting aye, it
was ordered that the executive level of the vice presidential position in Alumni Affairs
should be maintained with the title of Associate Vice President for Alumni Affairs,
reporting to the SFA President and Alumni Association Board, and that the position
continue to serve as a member of the President's cabinet. The President should move
forward in the search for this position and he should establish a search committee that
includes participation of the Alumni Association and Alumni Foundation Boards.
04-46
Upon motion of Regent Ertz, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the following resolution be adopted by the Board of Regents to be
shared with the Boards of the SFASU Alumni Foundation and the SFASU Foundation.
Resolution of the Stephen F. Austin State University Board of Regents in Support of the
Proposed Merger of the SFASU Alumni Foundation
and the SFASU Foundation
WHEREAS, the Stephen F. Austin State University (SFASU) Alumni Foundation was
established for the specific purpose of holding, investing and distributing scholarship
funds to students attending SFASU; and
WHEREAS, the SFASU Foundation was established as the University's "general
purpose": foundation to support University programs and projects; and
WHEREAS, the University's Board of Regents recognizes that the proposed merger of
these two important University support foundations would lead to a combined all-purpose
University foundation which recognizes the contributions of the Alumni Scholarship
Fund and other general and specific gift contributions; and
WHEREAS, the combined foundation would be governed by a Board of Alumni
Association representatives and University supporters who would work together to
maximize the University's fundraising efforts and endowment support; and
WHEREAS, a larger combined endowment in a merged foundation would create
efficiencies in investment and management activities;
Be It Resolved that the Stephen F. Austin Board of Regents supports the proposed merger
of the SFASU Alumni Foundation and the SFASU Foundation as articulated in the
Memorandum of Understanding which must be agreed upon by all relevant parties.
04-47
Upon motion of Regent Wilhite, seconded by Regent Ertz, with all members voting aye,
it was ordered that the minutes of April 20, May 20, and June 18, 2004 be approved.
04-48
Upon motion of Regent Pond, seconded by Regent Green, with all members voting aye, it
was ordered that the following Personnel Items be approved:
Faculty Appointments for 2004 - 2005
1. Fine Arts
Dr. Bradley Charles Bailey, Assistant Professor of Art, Ph.D. (Case
Western Reserve University), at a salary of $40,000 for 100 percent time
for nine months, effective August 24, 2004.
Ms. Teresa Kirchner, Assistant Professor of Art, M.F.A. (Indiana
University), at a salary of $41,000 for 100 percent time for nine months,
effective August 24, 2004.
Dr. Scott LaGraff, Instructor of Voice, M.M. (State University of New
York), at a salary of $38,000 for 100 percent time for nine months,
effective August 24, 2004.
2. Forestry/Sciences & Mathematics
Dr. David R. Ownby, Assistant Professor of Forestry and Environmental Science,
Ph.D. (College of William & Mary), at a salary of $50,000 for 100 percent time
for nine months, effective August 24, 2004.
3. Liberal Arts
Mr. John A. McDermott, Assistant Professor of English and Creative
Writing, M.A. (Marquette University), at a salary of $36,000 for 100
percent time for nine months, effective August 24, 2004, contingent upon
completion of doctorate by September 1, 2004.
Mr. Timothy B. Neary, Assistant Professor of History, M.A. (Loyola
University), at a salary of $36,000 for 100 percent time for nine months,
effective August 24, 2004, contingent upon completion of doctorate by
August 1,2004.
4. Sciences & Mathematics
Ms. Lu Yu, Assistant Professor of Chemistry, M.A. (Texas Tech
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 24, 2004, contingent upon completion of doctorate by
December, 2004.
5. Business
Mr. Donald House, (Visiting) Assistant Professor of Economics &
Finance, B.A. (A&M University), at a salary of $52,000 for 100 percent
time for nine months, effective August, 24, 2004, contingent upon
completion of doctorate by December, 2004.
6. Education
Dr. James C. Coleman, Assistant Professor of Secondary Education and
Leadership, Ed.D. (Sam Houston State University), at a salary of $46,500
for 100 percent time for nine months, effective August 24, 2004.
Dr. Pauline M. Sampson, Assistant Professor of Secondary Education and
Leadership, Ph.D. (Iowa State University), at a salary of $49,500 for 100
percent time for nine months, effective August 24, 2004.
Dr. Jay T. Lee, Assistant Professor of Kinesiology and Health Science,
Ph.D. (University of Houston), at a salary of $48,000 for 100 percent time
for nine months, effective August 24, 2004.
Dr. Joe G. Schmalfeldt, Assistant Professor of Kinesiology and Health
Science, Ph.D. (Louisiana State University), at a salary of $48,500 for 100
percent time for nine months, effective August 24, 2004.
Staff Appointments for 2004-2005
1. UC Administration
Ms. Carol Lombardo, Coordinator of Reservations & Conferences, at a
salary of $31,000 for 100 percent time for twelve months, effective May 3,
2004.
2. Athletics
Ms. Taqueta Roberson, Assistant Women^ Basketball Coach, at a salary
of $6,600 for 100 percent time for two months, effective July 1, 2004.
Changes of Status
1. Library
Ms. Priscilla F. Coulter, from Librarian Intern at a salary of $24,000 for 75
percent time for 12 months to Librarian I at a salary of $38,000 for 100
percent time for 12 months, effective September 1, 2004.
2. Social Work
Dr. Linda Morales from Interim Dean and Director of Social Work at a
salary of $42,631 and a stipend of $ 11,611 per semester for 100 percent
time for 9 months to Associate Dean and Director of Social Work at a
salary of $87,500 for 100 percent time for 11 months, effective September
1,2004.
3. Alumni
Dr. Miles McCall, from Vice President for Alumni Affairs and Associate
Professor of Communication at a salary of $94,781 for 100 percent time
for 12 months to Professor of Communication at a salary of $74,640 and
transition stipend of $6,000 for 100 percent time for nine months, effective
September 1,2004.
4. Housing
Charlotte Lisenby, from Coordinator at a salary of $30,000 for 100 percent
time for 12 months to Area Coordinator at a salary of $26,419 for 100
percent time for 12 months, effective March 22, 2004.
5. UC Administration
Edward Wittel, from Programmer/Analyst II at a salary of $35,943 for 100
percent time for 12 months to Manager of Computer Support for Auxiliary
Services at a salary of $35,943 for 100 percent time for 12 months,
effective May 16,2004.
Mr. Danny Duplechian, from Programmer/Analyst I at a salary of $30,162
for 100 percent time for 12 months to Technology Specialist for Auxiliary
Services at a salary of $30,162 for 100 percent time for 12 months,
effective May 16,2004.
Mr. Nathan Armer, from Programmer/Analyst I at a salary of $29,500 for
100 percent time for 12 months to Technology Specialist for Auxiliary
Services at a salary of $29,500 for 100 percent time for 12 months,
effective May 16,2004.
6. Athletics
Ms. Krissy Riggs, from Restricted Women^ Basketball Coach at a salary
of $10,000 for 100 percent time for 9 months to Assistant Women's
Basketball Coach at a salary of $5,200 for 100 percent time for two
months, effective July 1, 2004.
Retirements
1. Forestry
Dr. Robert Shepherd, Professor, effective May 31, 2004.
2. Post Office
Mr. Ronnie Strahan, Assistant Manager, effective April 30, 2004.
3. UC Administration
Ms. Dorris Fortson, Coordinator of Reservations & Conferences, effective
May 14, 2004.
4. Health Services
Ms. Martha D. Gose, Assistant to Director, effective August 31, 2004.
04-49
Upon motion of Regent Green, seconded by Regent Wilhite, with all members voting aye,
it was ordered that Dr. Sammie L. Smith, Professor, Department of Accounting, and Dr.
Sandra L. McCune, Professor, Department of Elementary Education, be awarded Regents
Professorships for the academic year 2004-2005:
04-50
Upon motion of Regent Pond, seconded by Regent Ertz, with all members voting aye, it
was ordered that Holiday Schedule for 2004-2005 be approved. Employees are required
to take four days of vacation or compensatory time on Thursday, December 30, Friday,
December 31, Thursday, March 17 and Friday, March 18.
Holiday Schedule 2004-2005
04-51
Upon motion of Regent Wilhite, seconded by Regent Ertz, with all members voting aye,
it was ordered that the Summer I 2004 Underenrolled Class list be approved.
04-52
Upon motion of Regent Wilhite, seconded by Regent James, with all members voting
aye, it was ordered that Stephen F. Austin State University be authorized to offer the
Superintendency Program to Teague Independent School District.
04-53
Upon motion of Regent Green, seconded by Regent James, with all members voting aye,
it was ordered that the revisions to the Athletic Policy and Procedure Manual be approved
as presented.
04-54
Upon motion of Regent Ertz, seconded by Regent Green, with all members voting aye, it was
ordered that the Fiscal Year 2005 Budget totaling $139,436,906 be approved. The 2004-05
budget includes a 1% increase in room and board rates, a designated tuition rate increase of $18
per semester credit hour for Fall 2004 (capped at 16 semester credit hours) and an additional $3
per semester credit hour for Spring 2005 (capped at 16 semester credit hours), and adds a $20 per
semester credit hour discretionary (graduate) tuition rate. The budget includes increases in the
cost of parking violations and parking permits for students, faculty and staff, allocates a 5%
compensation-increase pool (cost-of-living, merit, and equity) for benefits-eligible employees
and provides initial funding for baseball, equestrian, and student technical support programs.
The detailed HEAF allocation for 2004-05 is included in Appendix No. 2.
04-55
Upon motion of Regent Wilhite, seconded by Regent Pond, with all members voting aye, it was
ordered that the following Financial Affairs Items be approved:
Selection of University Insurance Provider - Property, Boiler and Machinery,
Inland Marine, Automobile, and General Liability - approval was given for
the RFP process, including tabulation of proposals, and the Finance Committee of
the Board was authorized to review proposals for the named lines of insurance
and SORM pricing options for automobile coverage. If necessary, an exception
may be requested from SORM for auto coverage; however SORM retains ultimate
authority to deny such exception requests. The Finance Committee of the Board
was authorized to select the University's insurance provider or providers prior to
September 1, 2004 from the options available and the President was authorized to
sign the contract or contracts necessary to provide the coverage.
Directors and Officers Liability Insurance - the University was given approval to
contract for D&O insurance from the SORM to be effective September 1, 2004
and the President was authorized to sign the contract.
Electric Utility Contract - the University was authorized to negotiate for an extension of
the existing contract with Texas Utilities for an additional period up to 29 months
or longer if favorable to the University and the President was authorized to sign
the contract.
Student Technical Support - the FY 2004 Budget was amended in the amount of
$85,913 to establish and operate a Student Technical Support unit for network and
personal computer usage beginning August 1, 2003. Funds are available in the
auxiliary contingency. The activity will be operated as an auxiliary enterprise
with plans for it to be physically located in the University Center upon its
completion.
Budget Changes Less Than $50,000 - No board action was required.
Purchase over $50,000 (Forestry for FY 2004-2005 - Alto Watershed Project)
Approval was given for the expenditure of a maximum of $105,600 to test water
samples from the Alto Watershed Project. Sources of funding are the Center for
Applied Studies in Forestry, the Forest Research Institute, and the Alto Watershed
Project.
Purchase over $50,000 (Forestry for FY 2004 - Greenhouse Renovations)
Approval was given for the completion of the renovations of the Forestry
Greenhouse, including replacing the existing plumbing, electrical, misting system,
and removing and replacing gas heaters, at a cost not to exceed $85,000. Source
of funding is 2004 HEAF.
Purchase over $50,000 (Forestry for FY 2004 - Tree Physiology Lab Renovations)
Approval was given for renovations to the Tree Physiology Lab, including
modifying bench-type lab area, removal of growth chambers which are no longer
functional and replacement with office and storage space, at cost not to exceed
$75,000. Source of funding is 2004 HEAF.
Athletic Programs Insurance
The University was authorized to continue the RFP process and to compare
proposals to the current self-insurance program to determine which method or
combination of coverage provides the best value to the University. If an outside
provider or combination represents the best value to the University, approval was
given to secure coverage for the 2004-2005 athletic season with options to renew
for two additional years, and the President was authorized to sign the contract.
Television Ad Contract
The University was authorized to contract with an outside vendor for production
and placement of two television ads for a sum not to exceed $100,000 and the
President was authorized to sign the contract. This amount is included in
marketing funds requested for FY-05.
04-56
Upon motion of Regent Green seconded by Regent Ertz with all members voting aye, it
was ordered that the following Buildings and Grounds Items be approved.
Network Wiring - Austin and Rusk Buildings
The University was authorized to upgrade the network wiring in the Rusk and
Austin buildings at a cost not to exceed $55,590.39 and the President was
authorized to sign associated contracts and purchase orders. SFA has selected a
vendor (m-Optic, Longview, Texas) to complete the rewiring before the start of
the Fall 2004 semester. The source of funds is Higher Education Assistance
Funds (HEAF) allocated for FY2004
Facility Site Studies
The University was authorized to contract with BarWin Consultants to conduct
site studies for construction of additional facilities and associated parking, at a
cost not to exceed $116,900 and the President was authorized to sign the contract.
Estimated cost of the studies and flood-map revisions is to be paid from the
auxiliary funds contingency
Student Residence Facilities
The University was authorized to explore the various possibilities for upgrading
the existing residence halls and/or the addition of new residence halls. The study
should include developing a "design criteria package" which will include a set of
documents that provides sufficient information to permit a design-build firm to
prepare a response to an institution's request for proposals; or an information
package with sufficient information to allow a private development firm or a
design-build firm to make a proposal. The University was also authorized to
explore the various methods of finance and develop a recommendation for the
board. The University was authorized to expend funds and to employ a design
professional(s) as required to develop required information.
04-57
Upon motion of Regent Green, seconded by Regent Ertz, with all members voting aye, it
was ordered that the University be authorized to seek proposals for an
architectural/engineering firm for the student recreational facilities project, which is to be
a stand-alone building that is not associated with academics or athletics. The University
was authorized to employ a consultant to assist in development of the initial design
package.
04-58
Upon motion of Regent Pond, seconded by Regent Ertz, with all members voting aye, it
was ordered that adopt the policy revisions as presented.
10
REPORTS
A. Faculty Senate
B. Student Government Association
C. Vice President for University Advancement
D. Executive Director for Enrollment Management
E. Signage (postponed until the October meeting)
F. President
Meeting adjourned at 11:35 a.m.
11
DATE 6/25/2004 UNDER-ENROLLED CLASSES
SUMMER I 2004
TIME 12:40 PM
)ATE APPROVAL
>
CD
o
Stephen F. Austin State University
HEAF Requests
Fiscal Year 2004-05
Appendix No. 2
Department Item/Project Amount
Fiscal Year 2004-05 HEAF Available
Debt Service
Instructional Capital
Library Books and Materials
Provost
Institutional Research
Institutional Research
Institutional Research
Institutional Research
Institutional Research
Enrollment Mgt (Regis/Admis)
Enrollment Mgt (Regis/Admis)
Enrollment Mgt (Regis/Admis)
Enrollment Mgt (Regis/Admis)
Enrollment Mgt (Regis/Admis)
Forestry
Chemistry
Biotechnology
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Human Resources
Human Resources
Controller's Office
Controller's Office
Controller's Office
Controller's Office
Purchasing
Bond Debt Service Payments
Academic Capital Equipment
Library Acquisitions
Capital Equipment/Renovation
Construct and Install Walnut File Cabinets
HP Color LaserJet Printer
Install Ceiling, Light Fixtures, and Duct Work
Install Cabinet Doors on Existing Wall Cabinets
Restain Light Colored Upper Cabinet
Computers (8) and Printers (4)
Laptop Computers (6) and Projector (1)
Work Station Furniture
Macintosh PC G 4Notebook
Office of Admissions Construction
Build Constructed Wetland Wastewater Pit PWCC
Renovate Stockroom to Meet Safety Stds
Centrifuge Beckman Avanti w/Rotors
Microsoft Site License (ongoing expense)
Network Upgrade and Expansion (ongoing)
Supplemental Funding (ongoing)
Telecommunications Expenditures (ongoing)
Student E-mail Server Replacement
SCT Banner & Luminis Premier (1st Yr)
RoofRepairsforSRC
Roof Repairs for Forestry Laboratories
Vehicle Replacements
Bark Blower Machine
Repair and Resurface Streets
Crack Sealing and Hot Tape
Renovate Boynton Bldg HVAC System
Walter C. Todd Beef Farm (equip support/fencing)
Univ Strategic Plan (in-house plan) OR
Fire Safety of E&G Bldgs
Upgrade Campus Lighting & Add New Signage
Land Acquisition at Starr and Garner Streets
Replace Carpet in HR Office/Laminate in Kitchen
Computer Table/Desk for Training Dept.
Business Office Security Camera & Video Recorder
Computers (7)
Billing System
Office Chairs (5)
Carpet
13
Stephen F. Austin State University
HEAF Requests
Fiscal Year 2004-05
Department
Purchasing
Financial Aid
Financial Aid
Financial Aid
Financial Aid
Financial Aid
Environ Health, Safety, Risk
Environ Health, Safety, Risk
Environ Health, Safety, Risk
Environ Health, Safety, Risk
Environ Health, Safety, Risk
Office of Development
Office of Development
Office of Development
Office of Development
Printing
Printing
Printing
Printing
VP University Affairs
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Disability Services
Disability Services
Disability Services
Disability Services
Student Affairs
University Police
Audit Services
Item/Project
Office Divider Panels
PCs for Student Phone Room
Notebook Computers for Outreach Work
Portable Projector
Furniture for Scholarship Coordinator's Office
New Flooring for Entry/Student Work Area
Enclose Carport at Harkrider House
Office Furniture for New Safety Office
Instrumentation Multi-Gas Detector Kit
Sound Travel Meter
32" Training TV with Stand
Plantronics Vista Amplifiers
Teltone T-311 Dialers
Caller Stations
Manager Station
Lease/Purchase of Xerox Docutech (final 2 months)
Tabber
Tabber Extended 3 Yr Warranty
Perfing/Scoring Equipment
PC and Printer
Color Laser Printer
Text Scanner
Computers (5)
Laser Printers - Non Color (5)
Chairs for Conference Room (40)
Tiger Braille Printer
Captioning Encoder
ADA Computer Station Upgrades (2)
Laptop Computers (2)
Printer Updates
Police Radio/Communication Equipment
Dell Computer and Monitor
TOTAL
Amount
14
Appendix No. 3
Stephen F. Austin State University
Schedule of Budget Changes
April 1, 2004 to June 23, 2004
ACTIVITY RECIPIENT INCOME SOURCE
TOTAL 116,753
15
Appendix No. 4
Policies for Board Review
July 8, 2004
16
Agency Accounts C-01.2
Original Implementation: January 20, 1998
Last Revision: July 17, lOOUufy 8, 2004
Agency Accounts are funds held by the University as custodian or fiscal agent for others.
The money is deposited with the University for safekeeping, to be used or withdrawn by
the depositor at will. All Agency Accounts must be related to the mission of the
University. The University, at its sole discretion, will determine whether or not to
establish an Agency Account.
The University reserves the right to commingle Agency funds with University funds,
which may be deposited in financial institutions. Agency Accounts will neither earn
interest nor be assessed administrative fees, except for identifiable bank charges directly
related to a specific Agency Account. Agency funds will be managed at the same level of
safekeeping as University funds. Should owners of the Agency funds wish to conduct an
independent audit, they may do so by obtaining their own auditor at their own expense.
Agency Accounts are subject to review by University and State officials as well as
anyone legally authorized to do so.
Request to Establish an Agency Account
A request to establish an Agency Account is made by completing the "Request to
Establish an Account11 form (Policy C-34). The form is available from the Controller's
Office or at
https://apache, sfasu. edu/sfajorms/frs__acct_req. html https://apache.SFASU.EDU/sfa_for
ms/frs_acctjreq.shtml. If approved, the Agency Account will be assigned an account
number (0-9XXXX), which will be used by the owner when depositing or withdrawing
funds.
Disbursement from an Agency Account
Owners of Agency funds may withdraw funds or make payment to vendors by either of
two methods:
• Complete a "Purchase Voucher" form on-line (Policy C-31) (available at
https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml). Print the
completed form, sign it, and submit it to the accounts payable department in the
Controller's Office.
• Complete a "Request for Disbursement from an Agency Account" form, available
from the Controller's Office or at
https://apache.SFASU.EDU/sfa_forms/REQUEST_FOR_DISBURSEMENT.shtml
. Print the completed form, sign it, and submit it to the accounts payable
department in the Controller's Office.
PI
All checks will be mailed unless written instructions are provided on these forms. Allow
one week for check processing.
Negative Balances in Agency Account Prohibited
Agency Accounts are not permitted to carry negative balances. Therefore, the University
may assess a $25 institutional fine each time an account goes into a negative balance. If
an Agency Account is referred for collection, the Account will be assessed all associated
costs.
Source of Authority: Vice President for Business Affairs
Cross Reference: Request to Establish an Account, Policy C-34; Purchase Voucher,
Policy C-31
Contact for Revision: University Controller
Forms: Request to Establish an Account (available from the Controller's Office or at
https://apache, sfasu. edu/sfajorms/frs_acct_req. /?^7/https://apacho.SFASU.EDU/Gfa_for
ms/frs_acctjreq.shtml; Purchase Voucher (available at
https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml); Request for
Disbursement from an Agency Account (available from the Controller's Office or at
https://apache.SFASU.EDU/sfa_forms/REQUEST_FOR_^DISBURSEMENT.shtml)
P2
Purchasing Ethics and Confidentiality C-33
Original Implementation: Unpublished
Last Revision: October 23, 2001 July 8, 2004
Credibility and public confidence are vital throughout the purchasing and contracting
process. If any involved party displays a lack of honesty, integrity or openness, the entire
program is injured. Even the shadow of doubt can be as harmful as the conduct itself.
Any SFA employee involved in any form of procurement or the procurement process
may not:
• participate in work on a contract by taking action as an employee through
decision, approval, disapproval, recommendation, giving advice, investigation or
similar action knowing that the employee, or member of their immediate family
has an actual or potential financial interest in the contract, including prospective
employment;
• solicit or accept gifts or gratuities which might tend to influence purchasing
decisions;
• be employed by, or agree to work for, a vendor or potential vendor;
• knowingly disclose confidential information for actual or anticipated personal
gain, or for the actual or anticipated gain of another person.
When an actual or potential violation of any of these standards is discovered, the person
involved shall promptly file a written statement concerning the matter with an appropriate
supervisor. The person may also request written instructions and disposition of the
matter.
If an actual violation occurs or is not disclosed and remedied, the employee involved may
be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be
barred from receiving future contracts and/or have an existing contract canceled.
If not related to a particular transaction, University employees may accept from vendors
and others: (1) unsolicited advertising or promotional material such as pens, pencils,
scratch pads, and calendars; (2) occasional business lunches or food and refreshments of
insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or
fruitcake, etc.) that are merely tokens of appreciation.
Purchasing professionals have the right under law to have any ethics question reviewed
and decided by the State Ethics Commission. If you wish to learn whether a specific
action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino
La Costa, Austin, Texas 78752 or call them at 1-800-325-8506.
P3
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
P4
Returned Checks C-35
Original Implementation: September 1, 1987
Last Revision: July \ 5, 2003July 8, 2004
Checks presented to the University will be verified through CheckMate, a check
verification service, prior to acceptance. The University reserves the right to refuse
personal checks from individuals who have a history of bad checks as recorded by
CheckMate.
Checks returned to the University for insufficient funds, payment stopped, or account
closed will be collected by CheckMate. The Business Office shall assess a twenty thirty
dollar ($2030) fee plus applicable sales tax for each such check. These checks may be
collected by CheckMate or other collection service. Applicable collection charges
assessed will be charged to the student's account. In certain instances, checks will be
turned over to the county attorney for collection.
Employees with a history of bad checks may be subject to disciplinary action.
WEBCHECK
Checks processed through WebCheck and returned to the University for insufficient
funds, payment stopped, or account closed, will be collected by the University. The
Business Office shall assess a twenty-thirty dollar ($2030.00) fee for each returned check.
The amount of the returned check and the twenty dollar ($3050.00) fee will be charged to
the account of the individual.
When three (3) checks have been returned to the University for insufficient funds,
payment stopped, or account closed, the University will no longer accept checks from
those individuals through WebCheck.
Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees.
1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President;
General Counsel; Vice President for Business Affairs
Cross Reference: C-6 Check Cashing
Contact for Revision: General Counsel, Controller
Forms: None
P5
Vendor Warrant Hold C_4g
Original Implementation Date: January 25, 2000
Last Revision Date: October 23, 2001 July 8, 2004
Stephen F. Austin State University will not "contract" with a vendor or issue payment to
any vendor who is on warrant hold in the State of Texas Comptroller's Taxpayer and
Vendor Account Information.
As defined by the State Comptroller in Notice to State Agencies #FM00-35, dated
12/2/99, a "contract" is a commitment of agency funds for the purchase of goods or
services. The vendor's warrant hold status must be verified for each individual purchase
or contract BEFORE committing funds on behalf of the University. Any vendor who is
found to be "on hold" is not eligible to receive the proposed "contract".
It will be the responsibility of the department placing the order to insure that warrant hold
status is verified BEFORE COMMITTING FUNDS ON BEHALF OF THE
UNIVERSITY. The following Departments are responsible to check vendor hold status
BEFORE placing orders for the types of transactions listed below.
THE STATUS MUST BE VERIFIED NO MORE THAN 7 DAYS BEFORE BUT NOT
LATER THAN THE CONTRACT START DATE.
PURCHASING
-standing orders
-purchase orders completed from a requisition for order placement by Purchasing
BOOKSTORE PURCHASES FOR RESALE
-bookstore delegated purchases
LIBRARY BOOK PURCHASES
-library delegated purchases
STONE FORT MUSEUM PURCHASES FOR RESALE
-stone fort delegated purchases
END USER
—voucher payments
P6
-local purchase authorization (LPA) purchases
-credit card purchases exceeding $150
-purchases made by an employee for which reimbursement will be sought (tax status of
the vendor from whom the purchase is made must be checked)
-requisitions for which a telephone po is issued
If any END USER does not wish to verify warrant hold status in conjunction with placing
the type of order listed above, then a requisition must be submitted to the Purchasing
Office for order placement.
The document created (LPA, requisition for telephone PO, credit card transaction log,
voucher, purchase order, etc.) by the department placing the order must include a warrant
hold status verification certification following the Verification Instructions below.
Requisitions for reimbursements must show the name of the vendor from whom the
University employee made the purchase. The end user is required to verify a vendor's
warrant hold status prior to making a purchase and requesting reimbursement. Failure to
verify the warrant hold status may delay the reimbursement.
The following types of purchases do not need to be verified per verbal communications
with the State Comptroller's Office in developing a balance between legislative intent and
the needs of the agency.
1) credit card purchases less than $150
2) emergency 'in the field' purchases less than $150
3) other situations to be approved by the Director of Purchasing, wherein the failure to
complete a purchase would involve public safety, or severely hinder the educational
purpose or operation of the University or a University operated facility.
VERIFICATION INSTRUCTIONS
The verification process involves searching for the vendor by vendor number and/or
name at the State Comptroller's web-site created specifically for verification of vendor
warrant hold status. The internet address is
http://ecpa.cpa.state.tx.us/vendor/tpsearch 1 .html.
The vendor number can be obtained from the FRS database, screen 203 (State Vendor ID
found immediately below the Vendor Name) or by obtaining the vendor's State of Texas
sales tax number. If a vendor number or sales tax number is unknown, then a name search
may be attempted.
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A. If the vendor number or vendor name search indicates that the vendor 1) is "not on
hold", 2) returns no match, or 3) indicates the number is not on the taxpayer file, proceed
with the purchase in accordance with University policies and procedures. Add the
following dated statement to the document being used to commit funds on behalf of the
University; i.e., voucher, lpa, requisition for telephone PO, purchase order, credit card
transactions log, etc.
"Vendor Not On Hold (date)."
B. If the vendor number or vendor name search indicates that the vendor is "on hold", the
purchase CAN NOT BE MADE. The department should search for another vendor from
whom to make the purchase.
C. If no other vendor can be located to supply the needed good or service, the department
has the following options:
1. The vendor should be contacted and informed to contact the State Comptroller's office
at 1-800-531-5441 to resolve the "on hold" warrant status.
2. The vendor may be given an adequate period of time to rectify his/her warrant hold
status from "on hold" to "not on hold".
3. If the situation is corrected, the updated tax status must be viewed at the State
Comptroller's web site or confirmed in writing from the State Comptroller. A vendor may
not self-certify a corrected warrant hold status. When an acceptable warrant hold status is
received, refer to A. above
4. If the situation is not corrected, contact the Director of Purchasing to determine if the
failure to complete the purchase would involve public safety, or severely hinder the
educational purpose or operation of the University or a University operated facility.
Source of Authority: Texas Government Code, Title 10, Chapter 2252.903; President;
Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
P8
AIDS and HIV Virus D-l.l
Original Implementation: September, 1990
Last Revision: January 19, \999July 8, 2004
Stephen F. Austin State University recognizes the increasing public awareness and
concern over AIDS and the HIV virus. For the purposes of this policy, AIDS means
acquired immune deficiency syndrome, and HIV Virus means human immunodeficiency
virus. AIDS is a fatal disease that has become a nationwide public health problem in the
last few years. In health related matters such as this one, the University shall follow the
guidelines of recognized authorities including: the National Centers for Disease Control,
the United States Public Health Service, the Texas Department of Health, and the
American College Health Association. Further, the University shall conform its actions to
the Texas Communicable Disease Prevention and Control Act, the Texas Human
Immunodeficiency Virus Services Act, and other law.
The health status of a person infected with the HIV virus may vary from an apparently
healthy, normally functioning individual to a critically ill person. However, there is no
current medical evidence that persons infected with the HIV virus present a health risk to
others in the normal academic or workplace setting. Routine daily encounters with others
pose no risk of transmitting the fragile, blood-borne virus. Accordingly, there is no reason
to exclude individuals with AIDS or the HIV virus from campus academic, social, or
cultural activities. Therefore, on the basis of current knowledge of the disease, persons
sharing common living space, work or study areas, libraries, classrooms, recreational
facilities, and theaters do not represent a problem or public threat to the campus
community.
Students and employees (faculty and staff) of the University who may become infected
with the HIV virus will not be excluded from enrollment or employment, or restricted in
their access to University services or facilities, unless medically-based judgments in
individual cases establish that exclusion or restriction is necessary to the welfare of the
infected person or of the other members of the University community.
Persons with HIV infection are entitled to the same rights and opportunities as persons
with other communicable diseases. The University prohibits any discrimination in its
programs and activities against a person with HIV infection unless based on accurate
scientific information. Any student, faculty member, or employee who violates this rule
may be subject to appropriate disciplinary action.
When circumstances arise that require review of any matter regarding HIV/AIDS, the
President will seek the advice of the Director of University Health Services, the attending
physician, and other relevant parties. An opportunity will be provided for persons
involved in the matter to discuss their circumstances. Members of the Public Health
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Committee will be available to review the issues and to provide recommendations to the
President for appropriate action.
In the event of public inquiry concerning University policy, programs, problems, or
statistics related to AIDS on campus, the Director of Public Affairs will serve as the
official spokesperson for the University and will enlist the cooperation of the Director of
University Health Services and the Public Health Committee as necessary to prepare an
appropriate response. All inquiries from the press, elected public officials, or the public in
general will be referred to the spokesperson. Inquiries of a more private or specific nature
may be made to the Director of University Health Services or the Chair of the Public
Health Committee.
The medical records and test results of any HIV-infected person on the campus shall
remain confidential and private information in accordance with law. The breach of that
confidentiality may result in litigation and in severe penalties, both civil and criminal.
(Some exceptions to confidentiality are permitted by law.)
The University shall keep the number of people who are aware of the existence and
identity of students, faculty, or staff members who have AIDS or the HIV virus to an
absolute minimum to protect the confidentiality and privacy of the infected persons and
to avoid the generation of unnecessary fear and anxiety on the campus. However, public
information shall be disclosed upon request in accordance with the Texas Open Records
Act, the Family Educational Rights and Privacy Act, the Texas Communicable Disease
Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act,
and other law.
Persons who know, or have a reasonable basis for believing, that they are infected with
the AIDS virus are expected to seek expert advice about their health circumstances and
are obligated, ethically and legally, to conduct themselves responsibly in accordance with
such knowledge for the protection of other members of the University community. The
University encourages regular medical follow-up for such persons.
The University shall carefully observe the safety guidelines established by the U.S.
Public Health Service for the handling of blood and other body fluids and secretions in
University Health Services and in other institutional contexts in which such fluids or
secretions may be encountered (e.g., teaching and experimental laboratories).
The University shall strictly observe the public health reporting requirements for AIDS
and HIV infection as well as other communicable diseases.
The University shall make this policy available upon request to students, faculty, and
staff members and such a statement will be included in the Policy and Procedure Manual
on the University's web page.
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Policy for the Work Environment
In the work setting, the University's major concern will be whether an HIV-infected
employee will be able to satisfactorily perform job duties. The University will make
accommodations to keep an employee with HIV infection employed and productive for
as long as the employee is capable of this performance.
Most HIV-infected employees will be able to perform their job duties for an extended
period before their illnesses interfere with job-related performance. During the
asymptomatic period, the employee is not obligated to provide information about his/her
HIV status to the University. However, an employee may want to share information
about his/her HIV-infected status with University officials so that responsible
management decisions may be made about:
1. assignments or reassignments of job duties;
2. evaluating leave policies to assure leave time comparable to other medical conditions;
3. determinations of possible qualification for disability entitlements; and,
4. monitoring the insurance status of the HIV-infected employee to assure continuation of
coverage.
Once HIV-related symptoms occur, the employee has the responsibility as in the case of
other illnesses to provide medically verified information relating to the ability to perform
job duties.
Based on federal and state law, any medical documentation of information provided by
an HIV-infected employee to University officials must be considered confidential and
private information. As such, University officials are forbidden by law from disclosing
this information to others without the employee's knowledge and consent. (Some
exceptions to confidentiality are permitted by law.) The University requires that any
consent to disclosure by the employee be in writing. Any University employee who
breaches the confidentiality of this information commits a serious offense that may be
cause for litigation, resulting in both civil and criminal penalties.
University employees who refuse to work with HIV-infected co-workers may be subject
to disciplinary action. University departmental chairs and directors should carefully
monitor and document any instances of such refusal in violation of this policy and take
appropriate disciplinary action.
At least once each year, Personnel Services shall conduct an HIV/AIDS training program
or distribute an educational pamphlet for University employees and include in the
program and/or pamphlet:
1. current medical information about HIV transmission and prevention;
Pll
2. confidentiality and related laws;
3. personnel management, including relevant policies;
4. development of staff problem-solving skills; and
5. a plan for scheduled periodic training.
Also, each year Personnel Services shall conduct HIV/AIDS employee education
programs to:
1. provide basic and accurate information regarding the modes of transmission and
prevention of HIV infection;
2. reduce fear and misinformation of HIV/AIDS;
3. help faculty and staff recognize and avoid personal behaviors that might cause them to
become infected with the HIV virus;
4. encourage nondiscrimination, which enables the HIV-infected person to remain
employed as long as feasible;
5. help maintain productivity and lawful behavior in the workplace;
6. provide continuing information about HIV/AIDS; and
7. distribute to all employees a copy of the Texas Department of Health's educational
pamphlet entitled "AIDS: THE WORKPLACE."
At a minimum, the HIV curriculum will include:
1. modes of transmission;
2. methods of prevention;
3. behaviors related to substance abuse;
4. current laws and regulations concerning the rights of an AIDS/HIV-infected
individual; and,
5. behaviors associated with HIV transmissions which are in violation of Texas law.
On an employee's request, the University shall pay the costs of testing and counseling an
employee concerning HIV infection if the employee:
P12
1. provides appropriate documentation that the employee may have been exposed to the
HIV virus while performing duties of employment with that agency; and,
2. was exposed to the HIV virus in the manner that the U.S. Public Health Service has
determined is capable of transmitting the HIV virus.
However, an employee who may have been exposed to the HIV virus while performing
job duties at the University may not be required to be tested for the HIV virus.
For the purpose of qualifying for worker's compensation or any other similar benefits or
compensation, an employee must provide the employer with a written statement of the
date and the circumstances of the exposure and document that within 10 days after the
exposure the employee had a test result that indicated an absence of HIV infection.
The cost of an employee's testing and counseling shall be paid from funds appropriated
for payment of worker's compensation benefits to state employees. Counseling or a test
conducted in accordance with these provisions shall conform to the model protocol on
HIV counseling and testing prescribed by the Texas Department of Health.
In compliance with the Texas Communicable Disease Prevention and Control Act, the
University Police Department shall adopt a policy for handling persons with AIDS or
HIV infection who are in its custody or under its supervision. The department's policy
shall ensure that education programs for employees include information and training
relating to infection control procedures and that employees have infection control
supplies and equipment readily available.
The University shall adopt and implement workplace guidelines similar to the workplace
guidelines for state agencies listed in the Texas Human Immunodeficiency Virus Services
Act for any program involving direct client contact that is funded by one of the listed
state agencies.
Policy for the Academic Environment
The University shall allow, to the extent possible, HIV-infected students, whether they
are symptomatic or not, to continue regular classroom attendance in an unrestricted
manner as long as they are physically able to attend class.
The University recognizes that there is no medical justification for restricting the access
of HIV-infected students to the University Center or to University cafeterias, snack bars,
gymnasiums, swimming pools, recreational facilities, or other common areas.
The University recognizes that the best currently available medical information does not
support the existence of a risk to those sharing residence halls with HIV-infected
individuals; in some circumstances, however, there may be reasonable concern for the
P13
health of those with AIDS or the HIV virus who might be exposed to certain contagious
diseases (e.g., measles or chicken pox) in a close living environment. Thus, decisions
about residential housing of students with AIDS or the HIV virus shall be made on a
case-by-case basis. The University may decide to assign students with AIDS or the HIV
virus to private rooms in the interest of protecting the health of those students. The
University shall provide education programs about AIDS and the HIV virus to its
residence hall staff (both students and employees).
Since there is no medical necessity, the University shall not advise others living in a
residence hall of the presence of students in the residence hall who have AIDS or the HIV
virus. The University believes that the responsibility to provide a safe living environment
is best dealt with by educational programming. Similarly, the University shall not make
any attempt in any other setting to identify those students or employees who have AIDS
or HIV status.
The University shall not routinely ask students about their status regarding AIDS or the
HIV virus. However, the University shall encourage new students to inform the medical
staff at University Health Services if they have AIDS or the HIV virus in order that
Health Services can provide proper medical care and education. The Health Services staff
will handle this information, like all other medical information, in a strictly confidential
manner in accordance with University policy and with federal and state law.
The University shall not provide any person, group, agency, insurer, employer, or
institution with confidential medical information about students with AIDS or the HIV
virus without the specific written consent of the student. Given the possibility of
unintended or accidental compromise of the confidentiality of information, University
Health Services staff will carefully weigh the importance of including any specific
information regarding the existence of AIDS or the HIV virus in the medical record of a
student except in circumstances of medical necessity created by the evaluation of an
illness. At a minimum, the inclusion of any such information in the medical record should
be discussed with the patient prior to its entry.
The University shall make available to students, on request, the educational pamphlet on
HIV infection developed by the Texas Department of Health and shall include in the
University's web page a statement that the pamphlet is available from University Health
Services.
University Health Services shall provide accurate, understandable information on how to
prevent the transmission of HIV infection in compliance with Section 51.919 of the
Texas Education Code.
In further compliance with Section 51.919 of the Texas Education Code, the curricula of
the nursing, counseling, and social work degree programs of the University shall:
1. include information about:
P14
a. methods of transmission and methods of prevention of HIV infection; and
b. federal and state laws, rules, and regulations concerning HIV infection and AIDS; and,
2. give special attention to the physical, emotional, and psychological stress associated
with the care of patients with terminal diseases.
Source Of Authority: Texas Human Immunodeficiency Virus Services Act, Texas
Health and Safety Code, Chapter 85; Texas Communicable Disease Prevention and
Control Act Texas Health and Safety Code, Chapter 81,; Texas Education Code, sec.
51.919; Board of Regents; President
Cross Reference: None
Contact For Revision: General Counsel
Forms: None
Return to Policy & Procedure Main Page
P15
Driver Certification D-10
Original Implementation: May 4, 1983
Last Revision: July l792Q0Uuly 8, 2004
Driver certification is required for any University employee who must drive a University
vehicle, including rented or leased, within the scope of his/her employment. Such
certification is processed through the University Police Department (UPD). An
"Application Approved Drivers Certification" form is obtained from the Administrative
Secretary in UPD and should be signed at the bottom by the applicant's department head.
Upon receipt of the driving record report from Austin, and in compliance with University
requirements, UPD will: (a) issue a temporary permit valid for 180 days for Faculty and
Staff or 90 days for Students, (b) issue a permanent permit valid for three years, or (c)
deny driver certification. All applicants for a temporary permit must register for a
scheduled defensive driving course at the time the temporary permit is issued.
A defensive driving course must be completed in order to receive a permanent permit and
must be completed every three years to maintain the permanent permit. The temporary
permit is issued: (a) prior to completion of the defensive driving course and (b) for
specific-use purposes, such as an academic field trip.
Source Of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact For Revision: President
Forms: Application Approved Drivers Certification
P16
Firearms, Explosives, and Ammunition D-14
Original Implementation: Unpublished
Last Revision: October 20, \99&July 5, 2004
Firearms, ammunition, explosive devices, or illegal knives may not be brought on to the
campus of Stephen F. Austin State University or any property which is owned, leased, or
operated by the University, or a passenger vehicle which is owned, leased, or operated
by the University, without the written permission of the President.
Requests for permission to bring any of the above-listed items on campus must be
submitted in writing to the President. The President will advise the University Police
Chief and the Director of Safety of requests for permission which has been granted as
outlined herein.
Source of Authority: Sec. 46.03, Texas Penal Code; President
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
Return to Policy & Procedure Main Page
P17
Skating 0-32
Original Implementation: January 24, 1989
Last Revision: July l7,200Uuly 8, 2004
No person may roller skate, in-line skate (roller blade), skateboard, or use coasters of any
type on University property.
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: Parking and Traffic Regulations, Index D-24 as related to bicycles
Contact or Revision: Chief of University Police
Forms: None
P18
Student Conduct Code D-34,1
Original Implementation: January 1998
Last Revision: October 23, 2003July 8, 2004
A student enrolling in the University assumes an obligation to conduct him/herself in a
manner compatible with the University's function as an educational institution. To fulfill
its functions of imparting and gaining knowledge, the University retains the power to
maintain order within the University and to exclude those who are disruptive of the
educational process. This code shall apply to any and all land owned or leased by the
University as well as to any location where a student is engaged in an officially
recognized University activity. Examples of such coverage include, but are not limited to
University teams traveling to events off campus, classes attending field trips, distance
learning and satellite locations, clinical settings necessary for academic programs,
experimental stations, farms, Pineywoods Conservation Center and the University
Observatory.
Misconduct for which students and student organizations are subject to discipline falls
into the categories below. Where such conduct also violates federal, state or local law, the
student or student organization may be brought before the appropriate criminal and/or
civil magistrate for adjudication while at the same time be subject to the disciplinary
proceedings of the University. University proceedings may precede any actions taken by
off-campus authorities. The determinations and any sanctions resulting from University
disciplinary proceedings will be independent of any off-campus adjudication. The
following list of possible acts is either prohibited by federal, state, or municipal law or by
University rules or regulations.
1. Hazing (referenced in the Policy and Procedures and General Regulations section
of the SFA Web pages, D-16.)
Stephen F. Austin State University is unequivocally opposed to any activity by an
organization or individual(s) within the organization that is herein defined as hazing.
Hazing is defined as any intentional, knowing or reckless act occurring on or off campus
by one person alone or acting with others, that endangers the mental or physical health or
safety of a currently-enrolled or prospective student for the purpose of new member
intake, being initiated into, affiliating with, holding office in, or maintaining membership
in that organization.
Hazing acts include but are not limited to:
a. any type of physical brutality such as whipping, beating, striking, branding,
electronic shocking,placing a harmfiil substance on the body, or similar activitiy;
b. any type of physical activity such as sleep deprivation, exposure to the elements,
confinement in a small space, calisthenics or other activity that subjects the student to an
P19
unreasonable risk of harm or that adversely affects the mental or physical health or safety
of the student;
c. any activity involving consumption of a food, liquid, alcoholic beverage, liquor,
drug or substance which subjects the student to unreasonable risk of harm or that
adversely affects the mental health of the student;
d. any activity that intimidates or threatens the student with ostracism, that subjects
the student to extreme mental stress, shame or humiliation or that adversely affects the
mental health or dignity of the student or discourages the student from entering or
remaining registeredat the institution, or that may reasonably be expected to cause a
student to leave the organization or the institution rather than to submit to the acts
described in this policy;
e. any activity that induces, causes, or requires the student to perform a duty or task,
which involves a violation of the Penal Code.
Any organization and/or any individual involved in any hazing activity will be subject to
both University disciplinary sanctions and criminal prosecution. An offense is committed
by (a) engaging in hazing; (b) soliciting, encouraging, aiding or directing another
engaging in hazing; (c) intentionally, recklessly, or knowingly permitting hazing to occur,
or (d) having first-hand knowledge that a specific hazing incident is being planned or has
occurred and failing to report said knowledge in writing to the Judicial Officer.
It is not a defense to prosecution of an offense that the person against whom the hazing
was directed consented to or acquiesced in the hazing activity.
Individual penalties relative to criminal prosecution range from a fine of 2,000 and 180
days in jail for failure to report a hazing incident to a fine of $10,000 and two years in jail
for an incident which causes the death of a student. Further, an organization may be
penalized with a fine up to $10,000 or double the expenses due to the injury, damages or
loss.
Penalties relative to University sanctions range from probation to expulsion for any
individual committing an offense. Student organizations committing an offense may be
placed on University probation and are subject to withdrawal of University recognition.
Sanctioned Student Organizations
In compliance with state law, any student organization found guilty of hazing through
regular University disciplinary procedures will be listed for three (3) years in any
University publication containing the hazing policy. The date in parenthesis following an
organization's name indicates the last year the organization's name will be included.
Publication of a sanctioned organization begins as soon as possible with the next printing
cycle of the particular University publication.
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Delta Sigma Theta (December 2004)
Kappa Alpha Order (May 2005)
Zeta Phi Beta (December 2005)
2. Illegal Drugs
It is the policy of Stephen F. Austin State University that any unlawful manufacture,
possession, use or delivery of any controlled substance or illegal drug is strictly
prohibited. Moreover, it is the policy of the State of Texas and of this University that this
institution will be as free of illegal drugs as it can possibly be. Therefore, in accordance
with state law and University policy, any student who is determined, through the regular
disciplinary procedures of the University, to have violated this policy will be suspended
from the University for no more than two years and no less than the remainder of the
current semester. At the discretion of the Vice President for University Affairs, a student
suspended under this policy may, under certain conditions, remain enrolled at the
University on disciplinary probation for the remainder of the current or subsequent
semester, pending in position of a suspension at a later date.
3. Committing any criminal offense or other unlawful act under any federal, state, or
municipal law, including, but not limited to: a. arson; b. robbery; c. burglary; d. theft; e.
disruptive activity; f. forgery; g. gambling; h. disorderly conduct; i. trespassing; j.
possession of stolen property; k. unlawful use, possession, or storage of firearms or
unlawful weapons on University property; 1. entering or remaining on campus after
withdrawal of consent to remain on campus; m. refusing to leave a University building
closed to the public; n. possession of drug paraphernalia.
4. Unauthorized use, possession, or storage of explosives or ammunition on
University property
5. Causing physical or psychological harm, or causing reasonable apprehension of
physical harm, to any person on University property or at University-sponsored activities.
This includes, but is not limited to, phone harassment, verbal or written threats, and
physical and sexual assaults.
6. Making or causing any false report, warning, or threat of fire, explosion, or other
emergency on University property or at University-sponsored activities.
7. Interfering with fire, police or emergency service. This also includes failure to
evacuate University facilities or willfully disregarding any emergency or fire alarm
signal.
8. Misusing or damaging fire or safety equipment on University property.
P21
9. Interfering with normal University or University-sponsored activities, including,
but not limited to, studying, teaching, research, and University administration.
Disruptions in classrooms or other instructional areas will be seen as interference with a
University activity.
10. Violating the terms of any disciplinary sanction imposed in accordance with these
policies.
11. Furnishing false information to the University.
12. Giving false testimony or other fraudulent evidence at any University disciplinary
proceeding.
13. Unauthorized alteration or use of any University documents or records.
14. Failing to comply with the directions of a University official, including University
police officers and residence hall staff, acting in the performance of their duties.
15. Violating any University policy, rule, or regulation. Such policies, rules, and
regulations may include, but not be limited to, the residence hall contract, as well as those
policies, rules, and regulations relating to the use of University facilities, handbills and
petitions, solicitation, signs, guest speakers, and parades and demonstrations.
16. Interfering with the freedom of expression of others on University property or at
University-sponsored activities.
17. Advocating, orally or in writing, the conscious and deliberate violation of any
federal, state, or local law. For the purposes of this section, "advocacy" means preparing
the group addressed for imminent action and steeling it to such action, as opposed to the
abstract espousal of the moral propriety of a course of action.
18. Damaging, defacing, or destroying the property of others on University property
or at University-sponsored activities.
19. Damaging, defacing, or destroying University property, including, but not limited
to, buildings, statues, monuments, library and teaching materials, memorials, trees,
shrubs, grasses, and flowers.
20. Wrongful utilization of university goods, services or information including, but
not limited to, unauthorized possession or use of University keys, security codes, long
distance phone access codes or calling cards, cable service and sale or use of University
property for personal gain.
21. Improper use of student identification card. This includes allowing use of card by
another to obtain services such as, but not limited to meals, event admission, and library
services.
P22
22. Unauthorized or illegal use of alcoholic beverages or products on University
property or at University-sponsored activities, including, but not limited to,
intercollegiate and intramural athletic events on University grounds and academic and
administrative buildings. Housing policies dictate use of alcohol in residence halls and
on-campus apartments.
23. Unauthorized use, possession, or storage of fireworks on University property.
24. Unauthorized throwing of any object in or from a University facility.
25. Littering on University property or at University-sponsored activities.
26. Unauthorized use of University computing equipment, services or facilities. Such
unauthorized usage may include, but not limited to, improperly accessing or altering
academic or administrative records, and/or information contained in an instructional or
research account, harassment through e-mail, possession of unauthorized passwords,
destruction of hardware or software, unauthorized copying of software, activities related
to personal for-profit ventures unrelated to the educational mission of the University or
illegal activities.
27. The unauthorized use of the emergency exit doors of the University shuttle buses.
(Use is authorized in an emergency endangering the life and safety of passengers and
driver).
28. Sexual harassment by a student of any member of the University community as
delineated in Personnel Services under "Discrimination Complaints/Sexual Harassment"
and "Discipline and Discharge" of the SFA Policy and Procedures section of the SFA
Web pages.
29. Selling or distributing course lecture notes, handouts, readers or other information
provided by an instructor, or using them for any commercial purpose without the express
permission of the instructor.
30. Violating any rule, regulation, or law for which the University could be penalized
including but not limited to fire, safety, or environmental codes.
31. Disrupting the normal University community living environment to the extent that
the rights and/or safety of others are denied.
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: SFASU Web Pages
Contact for Revisions: Judicial Office
P23
Forms: None
P24
University Logo/Seal D-38
Original Implementation: Unpublished
Last Revision: December, 1987 July 27, \999July 8, 2004
Requests for the use of University logos such as the Lumberjack, Ladyjack, or other
emblems, should be directed to the Associate Athletic Director where they will be
forwarded to the University's contracted licensing agent. The University retains all rights
to the logo and licensing revenue is dedicated to support the University Athletic
Department. The official seal is reserved for University use.
Source of Authority: 15 U.S.C. sec. 1127 et seq.; Texas Business and Commerce Code
sec. 16.01 et seq.; President
Cross Reference: None
Contact for Revision: Vice President for University Affairs, General Counsel
Forms: None
Return to Policy & Procedure Main Page
P25
Compliance with the Americans with D-41
Disabilities Act
Original Implementation: October 19, 1993
Last Revision: April 20, 2004July 8, 2004
The Americans with Disabilities Act signed into law on July 26, 1990, acknowledges the
findings of congress that millions of Americans have one or more physical or mental disabilities.
The legislation provides a comprehensive national mandate for the elimination of discrimination
against individuals with disabilities.
It is the intent of the Board of Regents of Stephen F. Austin State University to comply with both
the letter and the spirit of the Americans with Disabilities Act ("ADA") as well as the
Rehabilitation Act of 1973 and other laws protecting the rights of persons with disabilities.
Compliance measures should address the necessity to provide opportunities to qualified persons
with disabilities in employment and in access to education, where this will not pose an undue
burden or fundamentally alter the programs of the institution. The Board recognizes that
compliance with ADA requires increased awareness of all University employees and a
commitment of institutional resources. Further, it is the intent of the Board to continue this
institution's strong commitment to meeting the special needs of individuals with disabilities, and
that this commitment remain an integral part of the educational mission and service component
of Stephen F. Austin State University.
It is the intent of this institution that ADA compliance measures shall include the following:
• Diligently pursue the identification and elimination of physical, communication and
attitudinal barriers to activities, programs, or series operated or sponsored by the
institution, including employment, academic criteria, student and public services, and
facilities.
• Implement procedures for raising awareness of the requirements of ADA throughout the
institution;
• Provide coordinated and timely response to requests from individuals with disabilities;
• Create a task force to support the efforts of an ADA Coordinator and ensure continued
sensitivity to special needs of individuals with disabilities.
University policy prohibits discrimination against faculty, staff or students on the basis of race,
color, religion, sex, age, national origin, disability or disabled veteran status.
Definition:
Discrimination on the basis of disability means:
• to limit, segregate, or classify a job applicant or employee in a way that may adversely
affect opportunities or status because of the applicant's or employee's disability;
P26
• to participate in a contract which could subject an applicant or employee with a
disability to discrimination;
• to use any standards, criteria or method of administration which could have the effect of
discriminating on the basis of disability;
• to deny equal jobs or benefits because of a disability;
• to fail to make reasonable accommodations for known physical or mental limitations of
an otherwise qualified individual unless it can be shown that the accommodation would
impose an undue hardship;
• to use selection criteria which exclude disabled persons unless the criteria are job
related and consistent with business necessity; and,
• to fail to use employment tests in a manner that ensures that the test results accurately
reflect the applicants or employee's skills or aptitude for a particular job
Source of Authority: The Americans with Disabilities Act of 199042 USC Sec. 12101 et seq.,
Rehabilitation Act of 1973 (29 U.S.C.706(8)) Board of Regents, President
Cross Reference None
Contact for Revision: Director of Human ResourceG;4£t4 Coordinator
Forms: None
P27
CAMPUS WIDE INFORMATION SYSTEM D-45
University Web Development
Original Implementation: August 1, 2000
Last Revision: April 30, 2002July 8, 2004
I. Purpose
Campus Wide Information System (CWIS) £/mvers/fy web sites is both an are important
public relationsrgcn^Ymg and retention tools for the university and sources of vital
information for current and'^-prospective students, faculty, students, and staff.
Consequently, the web CWIS site should must be managed to ensure that information is
accurate, pertinent, and easily accessible to users while at the same time recognizing the
creative diversity of campus departments and programs, including those with disabilities.
In addition, Texas law requires that every state agency establish a web site to
communicate with the public, post specific information and meet certain accessibility
requirements. The law also requires each agency to establish specific policies,
procedures, guidelines and responsibilities for the site.
This policy establishes standards for all university web pages linked to the CWIS A
university web page is any page linked to the university's primary or recruitment web
sites in which university resources (i.e. money, staff time, server space etc.) are involved
in any way in the page's creation and distribution regardless of location or subject
matter. Only web pages prepared and maintained in accordance with university policy
will be linked. This policy and its associated style guides are designed to help the
university create a clear and consistent identity on the web and to help web developers
create pages that communicate clearly andproperlyy-thai display properly, and thai-use
the elements ofSFA fs visual identity. It is intended that by doing this the university will
establish and maintain a coherent appearance for tho CWlSunivcrsity web site, promote a
positive image for the university achieve a minimum level of quality on all pages, clearly
ensure assign accountability forage content and ensure accuracy of information
presented in the name of tho university. This policy is intended to supplement state law,
rules, and regulations. Web page developers should refer to the laws and regulations
concerning World Wide Wob Guidelines
(http://www.sfasu.cdu/new_wwwguidolines.html) and 1 T.A.C. Sec. 201.12 Sstate web
sites in the statutes (http://www.statc.tx.us/Standards/S201 12.htm) (appendix)2Q(5.1-6
http./Iinfo. sos. state, tx. us/pls/pub/readtac$ext. View TA C?tac_view=4&ti=l &pt=1 O&ch=2
06&rl=Y for additional information on developing web pages .
It is not the intent of this document to place unnecessary constraints on tho design and
content of individual pages. All campus organizational units aro encouraged to croato
pages which reflect their mission, goals and needs, limited only by the minimal
requirements established by this policy.
P28
II. Publications Policy
The CWIS university website is a quasi-university publication. The university is reflected
in the appearance and content of its web pages. Therefore, CWIS web pages should be
prepared with this function in mind. The same or greater amount ofcaxz should be taken
to ensure that information is accurate, up-to-date and consistent with the university *s
mission as would be taken with a print publication.
III. Copyright and Privacy
Information created by a government agency is largely considered to be in the public
domain. "Found" graphics or outside information must not be used on web sites without
proper attribution^.-and-e Copyright laws and university copyright policy must be
followed.
Specific web-based forms that require personal information from a visitor must post a
privacy policy or a link to the policy at the top of the page/form indicating how the
information, including information collected in server logs or cookies ,will be used and
under what conditions the information may be shared or released to another party. The
form must include a provision for the individual to opt-out of sharing the information
with another party.
IV. Commercial activity
Commercial activity is not allowed on any university site.The Campus Webmaster will
implement the Platform for Privacy Preferences (P3P) on the main page and key entry
points to the CWIS.
IW. Responsibility
A. The University Web Development Committee is responsible for establishing
and maintaining a priority structure for web development, reviewing cases of
conflicting priority, and advising the Web Development Office with strategic
planning and decisionsmanagement. The committee serves as final arbitrates
disputes and reviews all requests for exemptions from this policy. Pendingifnti the
University Web Ccommittee's review, disputes, exemption or other requests, the
decisions of the Campus Webmaster regarding disputes, exemptions or other
requests will be in effect.
B. A library staff member designated by the university Library Director serves as
Campus Webmaster. The Campus Webmaster designs oversees the Web
Development Office (WDO). The WDO has overall responsibility for the
operational management of the university's primary and recruitment web sites.
The WDO designs the university home page and index pages; ossistsprovides
leadership in the development of CWIS university web policy and guidelines;
P29
assesses user satisfaction; establishes and maintains a« SFA EHistserv ebmasters
group in mySFAand other lines of communications with campus wob page
developers; advises works with the Web Development CommitteeGWiS
Committee on matters pertinent to CWISweft development and management; and
maintains links to organizational unit web pages in accordance with this policy.
The WDO also creates official university web templates and works withassists
departments in the development of site designs that are consistent with university
policy, mission and image. Campus Webmaster WDO may will refuse to link web
pages which are not prepared or maintained in accordance with university policy,
have not been approved by the WDO or other pages as directed by the Web
Development Committee.
The WDO has overall responsibility for the operational management of the
university web site and specifically the university home page and index pages.
C. The administrative head of each campus organizational unit maintaining a
web site is responsible for seeing that the siteRcsponsibility for each office or
department web site is delegated to and the responsibility of each department or
office head. In this distributed model of Web management, the WDO has the
coordinating responsibility to help ensure that the web policies arc implemented,
style guidelines arc followed and that SFA }s web sites arc effective, adheres to
this and other university policies.
D. Aft4/ndividuab designated as University Server Administrator by the Director
of Information Technology Services manage the main CWIS university web
server. Unless their files are exceptionally large, organizational units may arc
encouraged to use this server in lieu of maintaining their own.
E. Every organizational unit head shall designate an individual(s) to serve the
following functions: Pagemaster, Webmaster, and if applicable, Server
Administrator. (The same person may serve in one or more of these capacities.)
To ensure continuity, these individuals must be regular (non-student) university
employees. However, the organizational unit head is responsible for the unit's
web site and its adherence to university policy. Careful thought must be given to
the collection of site content and the ongoing responsibility of site maintenance.
Tbe-Each organizational unit head will keep the Campus Webmaster WDO
apprised of the current designees and will assist the WDO in ensuring that all of
the designees' responsibilities have been fulfilled. All units must register their
web sites and their designees in the SFA Site Database at http(name goes here).
All designees must join the "SFA Web Developers " group in mySFA and attain
certification by attending classes offered by WDO . All designees will be required
to attend certification class that will covering their roles, university policy,
guidelines and procedures and use of the content management system (CMS
regarding the web and will provide the ncccssaiy training for a university content
management system (CMS) in regards to their responsibilities.
P30
(1) Pagemasters are responsible for web page quality. . They should regularly They
should continuously review their organizational unit pages for accuracy, clarity,-ef
expression, proper grammar and spelling and consistency with university and
organizational unit mission, policy and visual identity.
(2) Webmasters are responsible for the technical aspeetsmaintenance of the
organizational unit's web pages. They ensure that proper linkages are maintained
between pages and to the university home page. They check and remove dead
links on a regular basis and otherwise ensure that pages perform as intended and
are maintained in accordance with the technical requirements of state law, this
policy, university style guides and other university guidelines.
(3) Server Administrators are required for all organizational units which maintain
their own servers. Server Administrators are responsible for maintaining and
monitoring their organizational unit's files in accordance with this policy.
Departments/Divisions Organizational units with collections on the main SFASU
server should work with the University Server Administrator to utilize these
features. Unless their files are exceptionally large, organizational units are
encouraged to use this server in lieu of maintaining their own. All servers must
conform to university policy "Computer & Network Security" D-8.1.
VI. Web Page Standards
A. Design
University web sites must either use a standard SFA web template provided by the
University Web Development Office, or the web site owner must work with the
WDO to develop an approved non-standard template. Web site owners wishing to
develop their own non-standard template will contact the WDO prior to
development to discuss the issue and obtain detailed requirements. The WDO
will review all non-standard templates. The University Web Development
Committee will decide ultimate resolution of any disputes that may arise
regarding web design.
B. All requests for exemptions from this policy must be submitted to the University Web
Development Committee for approval before the site is deployed. Exempted sites will be
reviewed by the Web Development Office and possibly the University Web Development
Committee.
Brand
SFA fs branding or corporate identity system will primarily consist off our
elements:
P31
1. A set of unique logos and marks
2. A set of official colors
3. A set of official typefaces
4. A set of navigation links and standards
The branding erand consistent look and feel appearance of the University web
site and the association of a specific web page with the university will be
accomplished through the management of these elements. Style guides and
standards will be developed based on materials provided by the Director of
Enrollment Managementdclivcred by the university's marketing consultant and
the University Marketing Committee. These guidelines and standards must be
used unless the University Web Development Committee has given and
exemption, an exemption has been granted through the procedures enumerated in
this policy.
The degree of application of the SFA corporate identity or branding will depend
on which of the following categories a particular web site or web page fits.
Different guidelines, standards and templates will be specified for each category.
(1) Core Web Site: The Core Web Site category is maintained by the WDO (i.e.
university homepage and index pages) and includes the top level web pages that
consolidate information from several different departments.-and is maintained by
the WDO (i.e. university homepage and index pages)
(2) Recruitment Site: The recruitment site includes all pages associated with the
goSFA.com site. It is developed and maintained by the WDO and the Director of
Enrollment mManagement, and will be directed by the University Marketing
Committee.
(3) Primary Unit Sites: These sites include all web sites representing university
offices and departments of interest to prospective students and other non-SFA
related users. Examples of these sites would include Admission, Registrar,
Financial Aid and all academic departments and programs. It will be the
responsibility of the head of each unit to see that these sites arc in compliance
with all policies and guidelines. . Templates created by the WDO can be used for
these sites or theyWDO can workassist with the WDO site managerste with the
createion of specialized templates.
(4) Course or Academic Project Pages: Pages made by faculty or students to
support course work or research projects are the responsibility of the individual
in charge of the project or the particular individual that created the page.
Minimal requirements will be made for these pages, and they arc subject to
P32
review by the departments chair or dean, the WDO or Campus Web Committee.
(5) mySFA: mySFA functions primarily as ais considered a campus intranet
serving the SFA community and is intended for on campus use. OnlyThe pages in
ike-mySFA accessible to prospective students must follow this policy.portal arc
not required to follow these guidelines for pages that will not be accessible to
prospective students or to anyone not logged into mySFA. However, standards of
accuracy, accessibility, currency and compliance with state and federal laws are
expected.
(6) Other Web SitesSponsorcd Organization: Web sites of organizations
sponsored by SFA arc the responsibility of the president of the organization and
may have minimal style and content requirements Other web sitesr
Unofficial Web Sites: Iinclude student web pages, personal staff pages, student
organizations and external professional organizations. These sites are the
responsibility of the individual or organization creating the site and not the
university. If any of these sites violates state or federal law, or if the individual or
organization producing the site is no longer associated with SFA the site will be
removed. Minimum content and style requirements will need to be met.
Commercial activity is not allowed on any university site.
Exceptions: as stated earlier all exceptions must be approved by the Campus Web
Committee before they can be put into place.
In conjunction with the C WIS Oversight Committee, the Campus Webmaster
formulates World Wide Web Guidelines to help organizational units create web
pages that are well designed and written. The Campus Webmaster may bo
contacted with questions about page appearance or content. The following are
required:
C. Technical Requirements
(1) Load Time. Load time goals and requirements are enumerated mshould
conform to any standards enumerated in 1. T.A.C. Sec. 206.1- 6 State Web Sites
Rules and Regulations.
P33
(2) Duplication. To facilitate revisions and prevent contradictory information
from appearing on the University web site, unit tmte Webmasters should not
duplicate information already on the university web site but should instead link to
information on the site of the office primarily responsible for the function or
activity, link to needed information already on the university web rather than
duplicating the information on their own sites. Offices responsible for producing
the information must be the source of the information whether it is linked to or
duplicated from their site. Information should be entered into the university's
content management system and used from the system when available.
(3) Identification. Each web site^s association^ with Stephen F. Austin State
University must be clearly identified. The name of the organizational unit should
be on every page it creates. The unit tteit-Webmasters or Pagemasters e-mail
address must be displayed on the unit's main page. To preserve anonymity,
generic e-mail addresses may be used.
(4) Required page links. Documents should be designed to minimize users'
reliance on navigational aids in browsers. Explicit LLinks must be provided on
each page back to the homepage for that document or collection, and for the
homepage, which must in turn include an explicit link back to the sponsoring
department or unit. Each department or unit homepage must afee-include aft
explicit link back to the SFASU homepage. Other links may be required for
different web sites as directed by the University Web Development Office.
Documents should be designed to minimize users' reliance on navigational aids in
browsers.
(5) Broken/Dead Links. Broken or dead links occur as pages are modified,
moved, or deleted over time. If pages are maintained according to this policy,
there should be no links on pages that consistently produce error messages or
otherwise do not work. Unit Webmasters should check frequently for broken or
dead links on their pages. An error rate of greater than 3% is, in most cases,
unacceptable. To facilitate review by unit Webmasters, the WDO provides a
frequently updated link report for each unit's web site at
http://libweb. sfasu. edu/wdo/linkchecks/default, htm . Departments that fail to keep
site links current will have links to their department removed from the university
web site until the site is fberepaired.
(6) Page dates. Each page should must be dated to reflect the latest update to the
page.
(7) Under construction. Under construction messages or image signs may not be
used.
(8) Names. Files, folders, and images should not have spaces in the name. Spaces
are often overlooked when users type URLs. Moreover, sffpaces in links are
P34
unconventional and occasionally do not work with some browsers or link
checkers.
(9) Index designation. Every directory on the central server must include a file
named "index.htm or "html."
(10) Mission statement. Every organizational unit must display its mission
statement on its web site and must provide a prominent link from this statement to
the university mission statement.
D. Outsourcing
If an organizational unit sccksutilizes web development assistance, paid or
volunteer, outside of the Web Development Office, the University does not
guarantee that it will add the products of that labor to the University web site.
Units considering outsourcing web development mmtshould contact the WDO
first. The WDO will work with units and their web consultants to help ensure that
outsourcing efforts arc not wasted, that the final product of outsourcing efforts
complies with university policy and that the final site supports the mission and
goals of the unit and the university effectively. The results of these efforts may be
reviewed by the University Web Development Committee.
DE. Content
Responsibility for accuracy of web content is delegated to various deans,
directors, managers and their designees:
(1) Faculty web pages must be approved by the relevant dean or designee.
(2) UnitOffice or Departmental web pages must be approved by the relevant
director/manager or designee.
(3) SFA home page and corporate top level pages must be approved by the
Campus Web Master and the University Marketing Committee, the Director of
Enrollment Management.
(4) Administrative material, erg^e.g. policies, minutes of meetings, are to be
approved by Authorized Officer and VC as appropriatcthrough appropriate
administrative channels prior to posting.
(5) All pages must have the following information located on the page footer.
• The name or position of the person that granted approval.
• The date the approval was granted
• Last modified date
P35
• A contact or feedback link to an email address or a page listing various
ways to contact SFA.
(6) Obsolete or out-of-date material must be removed as soon as practical
(7) The Web Development Office will remove links on the university home page
and index pages to material that is considered obsolete.
VI/. ADA Compliance
Pages must be accessible to persons with disabilities. See the Stephen F. Austin State
University World Wide Web Guidelines andl. T.A.C. Sec. 206.2 State Web Sites Rules
and Regulations for additional information on meeting requirements of the Americans
With Disabilities Act (ADA).
(1) Text files must be available for sound files containing substantive spoken
content. All sound files must have appropriate alt tags.
(2) Images and other visual files must include an ALT tag and appropriate text.
VIII. Policy Violations
If a particular web page or site fails to comply with this policy, the Web Development
Office will:
(1) Contact the Pagemaster of the page andto discuss the problem and, when
possible, heipoffer assistance to achieve an acceptable solution.
(2) If the problem is not adequately-being addressed within five business days the
WDO will then contact the unit head to work outplan an acceptable solution.
(3) If the problem is still not adequately addressed within another five business
days the WDO will notify the vice-president of the appropriate division and
remove all links to the offending web site from the university home page, index
pages and other web pages, then refer the problem to the Provost and vice
president of the appropriate division and the University Web Development
Committee. After informing the aforementioned individuals and groups the
Campus Webmaster is authorized to enforce the removal of the material from any
sewer within the university..
(4) The appeals process in section V can be used to resolve any conflicts arising
from the decisions of the WDO.
VIII Exceptions: All requests for exemptions from these standards must be submitted to
the University Webmaster for approval before the site is deployed. The University Web
P36
Development Committee will arbitrate any disputes that may arise regarding the
application of these standards.
Source of Authority: Vice President for Academic Aff&irsPresident
Cross Reference: SFASU Home Page; SFASU WebmasterAfoMg
Contact for Revision: Vice President for Academic AffairsPresident
Forms: None
P37
Classified Pay Plan E-8N
Original Implementation: September, 1990
Last Revision: April 20, 200Uuly 8, 2004
GENERAL
All funds disbursed by the University are subject to University regulation and control,
regardless of original source. Therefore, all classified employees are covered by this
policy, regardless of the source of funds.
This document has been developed to assist in administering the Classified Pay Plan
("Plan") for Stephen F. Austin State University. It includes the current fiscal year Salary
Schedule consisting of approved pay grades, the table of approved job titles and codes,
and an alphabetical listing of all job codes and titles.
Human Resources (HR) must be contacted if the need arises for a new job code or title.
Otherwise, only the job codes or titles which appear in this Plan apply.
Recommendation for employment of a person will be made on a Personnel Action
Request Form ("PAR"). This form shall reflect the job title, job code, pay grade, and the
salary for the position being filled. The appointee may not be employed and shall not be
allowed to work until the PAR has been fully approved through proper channels.
Regardless of source of funds, rates of pay for positions included in the Plan shall be
consistently and equitably administered whether the employee is full-time, part-time, or
temporary.
All classified positions, except temporary positions, shall be posted with HR for a
minimum of five work days. All vacancies will be posted on the Human Resources
Website. Temporary positions are not required to be posted for five work days. HR
recruitment sources will receive job posting notices on a regular basis.
Approval of promotions, transfers or demotions made in accordance with University
policies and procedures is delegated to the Director of HR and the appropriate Vice
President.
Recommendations for promotion, transfer or demotion shall be submitted to the Director
of HR on a PAR with appropriate justification as may be necessary. Such submission
shall be made prior to any commitment being made and prior to the effective date of the
proposed change of status to provide for review of the request, determination as to the
availability of funds, and compliance with all University policies.
The Plan shall be approved annually by the Board of Regents on the recommendation of
the President
CLASSIFIED EMPLOYEES
P38
The Plan governs all positions except executive, administrative, professional and faculty
positions and is reviewed and approved periodically by the President. The basic
responsibility for development, continued maintenance, and administration of the Plan is
assigned to the Director of HR.
Classified employees are identified by job code. Each job title has been assigned a unique
code to facilitate reporting and preparation of the current operating budget as well as
various state and federal reports.
A pay grade (pay range) has been established for each job code. Each classified employee
must be within the pay grade for his or her job title.
Some employees have attained a pay rate greater than the maximum for their job codes.
This occurred due to employment policies in effect prior to September 1, 1993. Such
employees will retain their "out of grade" status until such time as their employment
ceases or they are promoted to a higher job classification.
ENTRY LEVEL PAY RATES
All vacant positions will normally be filled at the entry level (minimum of the pay range)
for the position. Employees being hired into a part-time position will receive a
percentage of the minimum of the range (Example: Part-time employee being hired at
50% FTE will be paid at 50% of the minimum of the range). However, provision has
been made to allow an employee to be hired at a rate higher than the minimum, under the
following conditions:
a) Two percent may be added to the minimum of the pay range for each year of relevant
experience in excess of the minimum requirements. The experience may be in a similar
position in higher education, in state or federal government, or in private industry. No
more than eight percent may be added to the minimum of the pay range under this
provision.
b) Two percent may be added for each two years of formal education training above the
minimum requirement for the position. Training must be related to the position being
filled. No more than four percent may be added to the minimum of the pay range under
this provision.
The entry level salary may not be greater than the current budgeted salary for the vacant
position. No more than a total of eight percent may by added to the minimum of the pay
range under these two provisions combined.
Each request for an entry level salary that is less than or greater than the minimum of the
pay range must be approved in advance by the appropriate Vice President and Director of
HR before any offer of employment is made to the applicant.
MERIT INCREASES
P39
Employees may be eligible to receive a merit increase based upon the results of their
performance rating for the prior year. Merit increases will normally be granted only at the
beginning of the fiscal year (September 1) unless otherwise approved by the appropriate
Vice President and the President.
Merit increases will be determined by:
a) the availability of funds,
b) the employee's demonstrated work performance being consistently equal to or above
the fully acceptable level (as defined in the Performance Management Plan),
c) the employee's length of service,
d) comparable salaries paid to other employees within the University who have the same
job title, and
e) maximum increase limits as determined by the President on an as needed basis.
Any merit Merit increases m&strshould usually be within the pay range for the position.
There are no exceptions.
In no case will a merit increase be granted that will result in a pay rate above the
maximum established for the pay grade of the employee concerned. (See Section on
Reclassification and Promotion.) However, an employee whose current rate is above the
maximum for the position may receive a "performance incentive bonus" increase if their
performance rating is equal to or above the fully acceptable level as defined in the
Performance Management Plan. The performance incentive bonus increase is defined as a
one time payment processed with the September payroll which docs not increase the
employee's base salary but rewards the employee for outstanding and exceptional
performance.
Merit Increases must be submitted by the immediate supervisor through appropriate
administrative channels at the time of budget planning and must be consistent with
performance documentation.
An employee may be eligible for a merit increase when the following criteria have been
met:
a) the employee has been employed for at least six continuous months, and
b) the employee was employed during the performance review period which is being
rewarded with merit, and
c) at least six months have elapsed since the employee's last promotion or merit increase,
and
P40
d) the supervisor has completed a timely review of the employee's performance and the
performance rating is fully acceptable, commendable, or outstanding.
Legislated general "across-the-board" or "cost-of-living" increases will be applied
according to the legislation. Depending on the availability of funds, merit increases may
be granted in addition to the general increase.
If the employee's base salary is below the salary range minimum for his/her job, it will be
adjusted to the minimum of the range on September 1 of each year provided that the
employee is performing at the "fully acceptable" level or above.
This is the sole basis for salary increases except for equity adjustments that must be
approved by the Director of HR and the appropriate Vice President.
RECLASSIFICATION
Reclassification is defined as a change in the job description for a budgeted position. It
does not relate to the employee who currently fills the position. The purpose of
reclassification is to more accurately describe the functions of the position. It may or may
not involve a change in the existing rate of pay for the position.
Reclassification is the reassignment of a given position to a different title within the Plan.
Reclassification is warranted when:
a) the span of control increases, i.e., increased number of employees to supervise,
b) when new responsibilities have been added, or
c) the function of the position in the department warrants a change to an existing job
description in a higher or lower pay grade.
Reclassifications shall be determined by an analysis of the duties, level of
responsibilities, minimum required qualifications, reporting relationships, and availability
of resources for the position. Reclassification may result in a higher or lower pay grade.
Reclassification of a position shall not be made to fit the qualifications of an individual
employee but to reflect the qualifications required for the duties to be performed. The
reclassification process shall not be used to request pay raises for incumbent employees.
Employees who remain in positions which are reclassified to a higher or lower pay grade
will be compensated at their current rate of pay or at the minimum of the range for the
new classification, whichever is greater.
The reclassification process is as follows:
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a) The director or chair determines that the functions of a classified position within the
department have changed.
b) A Reclassification Request Form ("Request Form") and a Position Questionnaire
("Questionnaire") must be obtained from HR. The department chair or director is
responsible for completing both forms.
c) The Request Form and Questionnaire shall be completed in accordance with the
instructions. Statements about the incumbent employee are unacceptable. The forms are
forwarded to the Dean, if applicable, and then to the appropriate Vice President. If the
Vice President concurs with the request, he or she will approve the Request Form and
forward both forms to HR. Otherwise, the forms will be returned to the originating
department.
d) The Director of HR shall analyze and verify job information provided. Areas of
concern will be resolved with the person submitting the request. Information used to
analyze the request will be provided to the Reclassification Review Committee
("Committee").
e) The Committee will consist of the Vice Presidents who report to the President and the
President. The Committee is not a standing committee, and will function only when
reclassification requests are to be evaluated.
f) The Committee will make the final decision regarding the reclassification requests and
report the findings to the Director of HR who will notify the originating departments.
g) Approved requests will be forwarded to the Director of Financial Services and the
Vice President for Business Affairs for inclusion in the operating budget.
h) Reclassified positions and salary adjustments if any, will take effect only on
September 1.
i) Once a reclassification request is approved, the originating department may then
proceed with the process of filling the position. However, the new salary and title
approved in the reclassification process will only become effective on September 1.
PROMOTIONS
Promotions are defined as an increase in job responsibilities and a change in job title to a
higher pay grade. An example is a change from Accounting Clerk I to Accounting Clerk
II.
INTERNAL PROMOTIONS
a) The possibility for an internal promotion may result from a position reclassification or
a position with a higher pay grade becoming vacant.
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b) It is not required that a vacant position be publicly advertised if it is to be filled by
internal promotion. However, it must be posted within the University to allow all
employees an opportunity to apply for the position.
c) An employee who is promoted shall receive a two percent increase or the minimum of
the range for the new position, whichever is greater. However, if the employee's
experience and formal education exceeds the minimum requirements for the position, the
salary may be increased according to the same criteria used for hiring an outside
applicant. (See Section for "Entry Level Pay Rates")
d) The promotion must be approved in advance by the appropriate Vice President and the
Director of HR.
e) The request for promotion must be supported by past performance evaluations.
f) It is the department's responsibility to prepare the necessary PAR for a promotion and
to submit the form at an appropriate time. Promotional increases will not be retroactive.
They will be effective on the date the promotion is approved.
VACANT POSITIONS
a) In order to process filling a vacant position, the HR Form 10 ("PER-10") must be
completed, approved, and forwarded to HR.
b) A vacant position must be advertised through HR recruitment sources before an
applicant is selected. The decision to advertise a vacant position in the media is a joint
decision between the Director of HR and the department manager. The requesting
department pays any advertising costs.
c) If the selection of a current employee to fill the vacant position results in a higher pay
grade for the employee, the minimum salary paid to the employee must be equal to the
employee's current salary plus two percent, or the minimum of the pay grade for the new
position, whichever is greater. However, if the employee's experience and formal
education exceeds the minimum requirements for the position, the salary may be
increased according to the same criteria used for hiring an outside applicant. (See Section
for "Entry Level Pay Rates").
d) The promotion of a current employee to fill a vacant position must be approved in
advance by the appropriate Vice President and the Director of HR.
e) The request for promotion must be supported by past performance.
TRANSFERS
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When an employee is transferred to another position having the same or different title,
but the same pay grade, the employee shall be given the same salary as before the
transfer.
An employee being transferred to a position that represents a change to a lower pay grade
constitutes a demotion. (See Section on Demotions.)
Employees accepting transfer from one job to another requiring substantially different
qualifications or promotion to a position of added qualifications shall not be subject to the
180 day probationary period.
DEMOTIONS
Demotion is the assignment of an employee to a position with a lower pay grade, fewer
responsibilities, and simpler duties.
The employee's salary will be adjusted to an appropriate level within the new salary
range as agreed upon by the director or chair of the department and the Director of HR.
The new rate shall be determined by consideration of the circumstances related to the
demotion and the employee's longevity and job performance.
A request for demotion of the employee may be submitted to the Director of HR. The
Director of HR and other appropriate University personnel will determine whether the
supervisor has ample documentation to support the demotion request.
An employee may make a written request to the Director of HR for a demotion to a lower
classification.
All demotions are subject to approval through the appropriate administrative channels
prior to the action occurring.
ESTABLISHMENT OF NEW POSITIONS
New classified positions are those created for the first time and to which no incumbent is
assigned. Establishment of new classified positions, regardless of source of funds,
requires the prior approval of the President.
The requesting director or chair shall prepare a New Position Request Form with details
of the position requested and forward this form through the normal channels for approval.
The Director of HR shall evaluate the new position using existing job analysis and
evaluation procedures.
The Director of HR shall recommend a starting salary to the Vice President for Business
Affairs for certification of funds.
P44
ADDITIONS OR DELETIONS TO THE PLAN
The Director of HR shall constantly review the Plan for relevance and fairness and make
recommendations for adjustments of the Plan to the Vice President for Business Affairs.
After review, the Vice President for Business Affairs will make recommendations for
Plan modifications to the President.
PROBATIONARY PERIOD
All new classified employees will be hired for a 180 day probationary period at the rate
specified in the Pay Plan for the position. There is no automatic increase in pay after
completion of the probationary period.
During and at the completion of the 180 day period, the employee's supervisor will
review his or her performance and make a recommendation whether the employee is to
be retained or dismissed.
PERFORMANCE REVIEW
Review of the employee's job performance is best provided through continuous open
communication between the employee and the immediate supervisor.
Supervisors are required to perform annual evaluations for all classified employees.
The Director of HR will provide consultation to supervisors on performance evaluation
methods.
RE-EMPLOYMENT OF FORMER EMPLOYEES
Appointments of former employees shall be governed by the rules on entry level rates.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Human Resources
Forms: Personnel Action Request, see Index E-39; Classified Position Personnel
Requisition; New Classified Position/Reclassification Request; Performance
Management Plan and Review (all available in Human Resources or University Printing
Services)
P45
Compensation in Excess of Base Salary E-9
Original Implementation: April 13, 1988
Last Revision: October 23, 2001 July 8, 2004
This policy establishes guidelines for the total allowable compensation paid to faculty
and staff from University-controlled funds to insure compliance with federal and state
regulations.
General
1. Each faculty and staff member is accountable to Stephen F. Austin State University for
100 percent of the duties and facilities associated with the employee's basic appointment.
The primary obligation of University employees is the full and complete execution of all
assigned duties and responsibilities.
2. State regulations prohibit the appointment of University employees for more than 100
percent time for services considered to be regularly assigned duties associated with an
individual's full-time responsibility. Any individual who is dually employed with the
University and with another state or federal agency must obtain prior written approval
from the President and the Board of Regents before entering into any activity for which
additional compensation is to be requested or paid.
3. Employees may be requested to provide consulting, extension, and/or other activities
within the University that are considered to be in addition to their regularly assigned
duties for which additional compensation may be paid.
4. All activities for which an employee is to receive additional compensation through the
University must be approved in writing by the employee's department chair, dean, and the
appropriate vice president prior to work commencing on the "Request for Additional
Compensation Employment" form.
5. Without exception, all payments to University employees for additional compensation
will be made through Payroll Services and requests will be submitted on a "Request for
Additional Compensation Employment" form.
6. Non-exempt (classified) employees must be compensated for work in excess of forty
(40) hours in any work week in accordance with compensatory or overtime payment
regulations and procedures. No classified employee will be paid on a Request for
Additional Compensation Employment form unless it is casual, seasonal work that must
be performed outside their regular department.
7. The base salary period for a full-time faculty appointment is the academic year
(normally September 1 through the following May 31). Summer months and periods of
time during the academic year when the University is not in session, e.g., weekends,
holidays, semester breaks, are not included in the base salary period. However, regular
P46
University activities for which faculty may be responsible are on occasion scheduled
outside the base period.
Other Activities
1. The activities listed below are considered as additional responsibilities for which an
employee may receive extra compensation, the total of which may not exceed 20 percent
of base salary during any appointment period.
2. The rate of additional compensation paid for activities performed during other than
appointment periods may not exceed 100 percent of the salary rate paid during the
preceding appointment period at the University.
3. The following activities are examples of acceptable justifications:
a. special projects assigned as overload by University administrators;
b. consulting or other special services conducted for a University department or
area other than the employee's department;
c. services beyond normal duties of the position held which cannot be reimbursed
by compensatory time;
d. increases in teaching load assigned by the Provost/Vice President for Academic
Affairs;
e. duties performed by an employee not under contract at the time the duties must
be performed.
Source of Authority: 29 U.S.C., sec. 201 et seq.; V.T.C.S., arts. 5165 to 5165a; Board of
Regents; President
Cross Reference: None
Contact for Revision: Vice President for Business Affairs
Forms: Request for Additional Compensation Employment, Additional Compensation
Approval (both available in University Printing Serviceson the SFA web at
http://www.sfasu. edu/personnel/AdditionalCompensation. htm)
P47
Dual Employment E_12
Original Implementation: Unpublished
Last Revision: July 17, 2001<g, 2004
Employees who are employed in two positions within Texas government must have prior
Board approval and are subject to the following provisions:
1. Separate leave records will be maintained for each employment.
2. Time worked in one position may not be used as additional tenure credit for purposes
of longevity or annual leave accrual for the other position.
3. Upon termination of one employment, the leave balances accrued under that
employment may not be transferred to the remaining employment.
4. The state's contribution towards the taxes imposed on the employee by the Federal
Insurance contributions Act may not exceed the overall limit specified in the General
Appropriations Act. The Comptroller shall prescribe such uniform accounting and
reporting procedures as necessary to ensure that expenditures for this purpose do not
exceed this limit.
5. The total state contribution toward the employee's group insurance will be limited to
no more than the amount specified in the General Appropriations Act for full time active
employees.
6. The employee will be entitled to receive longevity payment for no more than one
employment.
7. Overtime compensation will accrue for each employment totally independent of the
other, except that when an employee works in a dual employment capacity where the
employee is subject to the overtime provisions of the Fair Labor Standards Act (FLSA) of
1938, 29 U.S.C., sec. 201 et seq., in either employment, the employing agency or
agencies must consider all combined time worked in excess of 40 hours per week as
overtime and compensate the employee in accordance with the FLSA provisions
applicable to joint employment relationships. In cases where the dual employment is with
two separate agencies, the two agencies shall coordinate in order to determine which
agency shall have the responsibility to assure that the employee is properly compensated
in accordance with such provisions.
8. Employees are to be informed of their obligation and responsibility to inform both
employers of their intent to accept additional employment with the state.
Source of Authority: Texas Constitution, art. 16, sees. 33 and 49; Texas Government
Code Chapter 574; General Appropriations Act; President; Vice President for Business
Affairs
P48
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
P49
Employee Terminations and E-18
Transfers
Original Implementation: Unpublished
Last Revision: July 25, 2002<g, 2004
It is preferred that employees give at least two (2) weeks notice to their supervisors prior
to termination or retirement from the University or transfer to another department. AH
^Supervisors are responsible for immediately notifying Human Resources of all faculty,
staff, graduate assistant, and student employment terminations, retirements, and transfers.
Notification will be accomplished through completion of a Personnel Action Request
(PAR), see policy E-30, and the "Administrative Account Disablement" form, (available
as a business form through the www.sfasu.edu website).
Timely notificationNotification may-must be given prior to the termination, retirement, or
transfer dater preferably in the last week of employment, butmA must be given no later
than the day the employee leaves his/her department. The purpose of this notification
action is to alleviate security risks and prompt the termination of accounts such as email
long distance access, internet connectivity, purchasing privileges, HRS, FRS, and SIS
system access and building access. This notice also alerts certain departments to verify
whether or not the employee has outstanding financial matters to be resolved. If the
employee has any outstanding debts to the university, the employee's department should
notify Human Resources and/or payroll immediately so that the matter can be reviewed.
Early notification will not terminate an employee's accounts until the effective date. The
PAR notification process should be started as soon as possible to allow for routing
through the appropriate channels for signature.
Employee termination or transfer also requires the supervisor to complete a "Personnel
Action Request" form that is routed through the appropriate administrative channels.
Failure to notify Human Resources in a timely manner may cause the employee's
department to be charged for the employee's benefits unnecessarily. All employees
leaving the employment of the University are required to complete a checkout procedure
with Human Resources. Humnn Rnnnnrmr wjh provide verification the employee has
finalized all University business including return of Library materials, safety equipment,
uniforms, keys, and that all outstanding financial matters with UPD and/or the Business
Office have been resolved. Employees will be notified by Human Resources if there is
outstanding business in a particular department. If so, the employee must clear the mattei
prior to their exit interview.
As part of the exit process, the department in which the employee works must administer
a departmental exit process to finalize business matters involving the terminating or
retiring employee. A departmental checklist form is available on-line at
www.sfasu. edu/versonnel to assist the department in accomplishing this task. The
departmental checkout form is to be signed by the department head, the employee and
forwarded to Human Resources for the employee's personnel file. Human Resources will
P50
verify whether or not all departmental business is cleared such as keys collected, credit
cards returned, uniforms returned, files and equipment returned, time sheet signed and
that the Administrative Account Disablement form and the PAR have been submitted.
Employees leaving the employment of the university are required to complete an exit
interview or checkout procedure with Human Resources and clear all outstanding
financial matters prior to their exit interview.
Human Resources WiWThe employee should contact Human Resources to schedule an
exit interview with the employee to be conducted in Human Resources or by mail, but it
is the department head's responsibility to ensure that the terminating employee has
scheduled an exit interview no later than the last day of employment.
It is to the employee 's benefit to have an exit interview where they will obtain information
about their retirement funds, discuss benefits and make arrangements for their last
paycheck It is important that a At this time the employee will complete a separation
questionnaire, receive information regarding their retirement funds and will provide
Human Resources with a forwarding address be given to Human Resources so that the
employee's whoro W-2^ and COBRA (health care continuation) information can be sent
to them. The employee will be given an opportunity to complete a separation
questionnaire during the exit interview.
Source of Authority: Vice President for Business Affairs
Cross Reference: Non-Academic Employee Handbook
Contact for Revision: Director of Human Resources
Forms: Personnel Action Request, see Index E-39 (available in University Printing
Services); Employee Checkout Form (available in Human Resources), Administrative
Account Disablement (available at www.sfasu.edu website)
P51
New Employee Orientation E-J33.1
Original Implementation: September, 1990
Last Revision: October 23, 200Uuly 8, 2004
The purpose of this policy is to ensure that new employees receive sufficient orientation
to enable them to perform their assigned duties. It is the responsibility of each department
to require new employees to participate in the New Employee Orientation that consists of
twefour (4) parts. The hiring department is responsible for scheduling the new employee
for orientation with Human Resources prior to the new employee's first day of
employment. New employee orientation consists of certain federally regulated forms that
must be completed by the new employee within the first three (3) days of employment.
The new employee must bring documents to the orientation session that verifies their
identity and authorization to work. They should also plan to bring relevant information
with them to enroll any dependants in health insurance (such as birth dates, social
security numbers, and addresses). New Employee Orientation is normally held on
Monday mornings in the Human Resources department.
1. Qne-The first orientation session is conducted by Human Resources on or before the
first day of employmen

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Stephen F. Austin State University Minutes of the Board of Regents Nacogdocbes, Texas July 8, 2004 Volume 201 TABLE OF CONTENTS Page 04-45 Associate Vice President for Alumni Affairs 3 04-46 Resolution in Support of Proposed Merger of SF ASU Alumni Foundation and SFASU Foundation 3 04-47 Approval of Minutes of April 20, May 20 and June 18, 2004 4 04-48 Faculty Appointments for 2004-2005 4 Staff Appointments for 2004-2005 ..."**..'"'*".6 changes of status !!!"!!!!!!!!!!!!!!!!!!".!!!!6 Retirements ....!..... 7 04-49 Regents Professorships 7 04-50 Holiday Schedule for 2004-2005 1.!/..!!!!!!!"!!!!"!!!!!!!!!!I""I!!!'.7 04-51 Summer I 2004 Underenrolled Class !!!"!"!!!!Z!I!!Z™8 04-52 Superintendency Program at Teague ISD 8 04-53 Athletic Policy & Procedure Manual Revisions 8 04-54 FY 2005 Budget 8 04-55 Selection of University Insurance Provider - Property, Boiler and Machinery, Inland Marine, Automobile, and General Liability 8 Directors and Officers Liability Insurance 9 Electric Utility Contract *....'1.1".'.1..9 Student Technical Support 9 Budget Changes Less Than $50,000 !!!"""!!!"!"!"""!!!!!"!!."9 Approval for Purchase over $50,000 (Forestry for FY 2004-2005- Alto Watershed Project) 9 Approval for Purchase over $50,000 (Forestry for FY 2004 - Greenhouse Renovations) 9 Approval for Purchase over $50,000 (Forestry for FY 2004 - Tree Physiology Lab Renovations) 9 Student Residence Halls IIIIIIIIIIIIIIIIIIIIIIIIIIIII^ Athletic Programs Insurance ]j) Television Ad Contract '.'...."I"!!"'.!!!!! 10 04-56 Network Wiring - Austin and Rusk Buildings Z'mZ''m 10 Facility Site Studies .'..!!!!!!!!! 10 Student Residence Facilities ..10 04-57 Recreation Facility Project [.'.[['.'.'.'.'.110 04-58 Policy Revisions 10 Reports: A. Faculty Senate 1. Parking Garage 2. Salaries 3. Baseball 4. Office Furniture B. Student Government Association 1. Update on Student Recreation Center C. Vice Presidents for Alumni Affairs and University Advancement 1. Capital Campaign 2. Marketing Update D. Executive Director for Enrollment Management E. Signage F. President 1. Faculty/Staff Meeting - August 28 2. Faculty/Staff Fall Picnic - August 26 3. Coordinating Board Meeting - August 14-16 4. Commencement - August 14 5. Fall regional send-off parties 6. Fall kick off-Aug 3-4 7. Answer Questions from Members of the Board of Regents Appendix No. 1 - Underenrolled Classes Appendix No. 2 - HEAF Requests FY 2004-2005 "!!!!!!!"!!!!"!""!!!"!!"".'!!" Appendix No. 3 - Budget Changes "' Appendix No. 4 - Policy Revisions C-01.2 Agency Accounts PI C-33 Purchasing Ethics and Confidentiality P3 C-35 Returned Checks P5 C-48 Vendor Warrant Hold P6 D-l.l AIDS and HIV Virus P9 D-10 Driver Certification P16 D-14 Firearms, Explosives and Ammunition P17 D-32 Skating P18 D-34.1 Student Conduct Code P19 D-38 University Logo or Seal P25 D-41 Compliance with ADA P26 D-45 Campus Wide Information System P28 E-8N Classified Pay Plan P38 E-9 Compensation in Excess of Base Salary P46 E-12 Dual Employment P48 E-18 Employee Terminations and Transfers P50 E-33.1 New Employee Orientation P52 E-35 Outside Employment P54 E-50A Tenure P55 E-51.1N Time Clock P71 F-35 Vendor Protest P73 MINUTES OF THE MEETING BOARD OF REGENTS STEPHEN F. AUSTIN STATE UNIVERSITY NACOGDOCHES, TEXAS July 8, 2004 The meeting was called to order at 9:00 a.m. by Chair Fred Wulf. Board members present in Room 307: Valerie Ertz, Joe Max Green, Kenneth James, Paul Pond, Mike Wilhite and Fred Wulf. Absent: Margarita de la Garza-Grahm, Gary Lopez, Lyn Stevens. Others present in Board Room 307: Tito Guerrero, Mary Cullinan, Jerry Holbert, Baker Pattillo, Roland Smith, Yvette Clark, and other SFA administrators, staff, and visitors. 04-45 Upon motion of Regent James, seconded by Regent Pond, with all members voting aye, it was ordered that the executive level of the vice presidential position in Alumni Affairs should be maintained with the title of Associate Vice President for Alumni Affairs, reporting to the SFA President and Alumni Association Board, and that the position continue to serve as a member of the President's cabinet. The President should move forward in the search for this position and he should establish a search committee that includes participation of the Alumni Association and Alumni Foundation Boards. 04-46 Upon motion of Regent Ertz, seconded by Regent Wilhite, with all members voting aye, it was ordered that the following resolution be adopted by the Board of Regents to be shared with the Boards of the SFASU Alumni Foundation and the SFASU Foundation. Resolution of the Stephen F. Austin State University Board of Regents in Support of the Proposed Merger of the SFASU Alumni Foundation and the SFASU Foundation WHEREAS, the Stephen F. Austin State University (SFASU) Alumni Foundation was established for the specific purpose of holding, investing and distributing scholarship funds to students attending SFASU; and WHEREAS, the SFASU Foundation was established as the University's "general purpose": foundation to support University programs and projects; and WHEREAS, the University's Board of Regents recognizes that the proposed merger of these two important University support foundations would lead to a combined all-purpose University foundation which recognizes the contributions of the Alumni Scholarship Fund and other general and specific gift contributions; and WHEREAS, the combined foundation would be governed by a Board of Alumni Association representatives and University supporters who would work together to maximize the University's fundraising efforts and endowment support; and WHEREAS, a larger combined endowment in a merged foundation would create efficiencies in investment and management activities; Be It Resolved that the Stephen F. Austin Board of Regents supports the proposed merger of the SFASU Alumni Foundation and the SFASU Foundation as articulated in the Memorandum of Understanding which must be agreed upon by all relevant parties. 04-47 Upon motion of Regent Wilhite, seconded by Regent Ertz, with all members voting aye, it was ordered that the minutes of April 20, May 20, and June 18, 2004 be approved. 04-48 Upon motion of Regent Pond, seconded by Regent Green, with all members voting aye, it was ordered that the following Personnel Items be approved: Faculty Appointments for 2004 - 2005 1. Fine Arts Dr. Bradley Charles Bailey, Assistant Professor of Art, Ph.D. (Case Western Reserve University), at a salary of $40,000 for 100 percent time for nine months, effective August 24, 2004. Ms. Teresa Kirchner, Assistant Professor of Art, M.F.A. (Indiana University), at a salary of $41,000 for 100 percent time for nine months, effective August 24, 2004. Dr. Scott LaGraff, Instructor of Voice, M.M. (State University of New York), at a salary of $38,000 for 100 percent time for nine months, effective August 24, 2004. 2. Forestry/Sciences & Mathematics Dr. David R. Ownby, Assistant Professor of Forestry and Environmental Science, Ph.D. (College of William & Mary), at a salary of $50,000 for 100 percent time for nine months, effective August 24, 2004. 3. Liberal Arts Mr. John A. McDermott, Assistant Professor of English and Creative Writing, M.A. (Marquette University), at a salary of $36,000 for 100 percent time for nine months, effective August 24, 2004, contingent upon completion of doctorate by September 1, 2004. Mr. Timothy B. Neary, Assistant Professor of History, M.A. (Loyola University), at a salary of $36,000 for 100 percent time for nine months, effective August 24, 2004, contingent upon completion of doctorate by August 1,2004. 4. Sciences & Mathematics Ms. Lu Yu, Assistant Professor of Chemistry, M.A. (Texas Tech University), at a salary of $40,000 for 100 percent time for nine months, effective August 24, 2004, contingent upon completion of doctorate by December, 2004. 5. Business Mr. Donald House, (Visiting) Assistant Professor of Economics & Finance, B.A. (A&M University), at a salary of $52,000 for 100 percent time for nine months, effective August, 24, 2004, contingent upon completion of doctorate by December, 2004. 6. Education Dr. James C. Coleman, Assistant Professor of Secondary Education and Leadership, Ed.D. (Sam Houston State University), at a salary of $46,500 for 100 percent time for nine months, effective August 24, 2004. Dr. Pauline M. Sampson, Assistant Professor of Secondary Education and Leadership, Ph.D. (Iowa State University), at a salary of $49,500 for 100 percent time for nine months, effective August 24, 2004. Dr. Jay T. Lee, Assistant Professor of Kinesiology and Health Science, Ph.D. (University of Houston), at a salary of $48,000 for 100 percent time for nine months, effective August 24, 2004. Dr. Joe G. Schmalfeldt, Assistant Professor of Kinesiology and Health Science, Ph.D. (Louisiana State University), at a salary of $48,500 for 100 percent time for nine months, effective August 24, 2004. Staff Appointments for 2004-2005 1. UC Administration Ms. Carol Lombardo, Coordinator of Reservations & Conferences, at a salary of $31,000 for 100 percent time for twelve months, effective May 3, 2004. 2. Athletics Ms. Taqueta Roberson, Assistant Women^ Basketball Coach, at a salary of $6,600 for 100 percent time for two months, effective July 1, 2004. Changes of Status 1. Library Ms. Priscilla F. Coulter, from Librarian Intern at a salary of $24,000 for 75 percent time for 12 months to Librarian I at a salary of $38,000 for 100 percent time for 12 months, effective September 1, 2004. 2. Social Work Dr. Linda Morales from Interim Dean and Director of Social Work at a salary of $42,631 and a stipend of $ 11,611 per semester for 100 percent time for 9 months to Associate Dean and Director of Social Work at a salary of $87,500 for 100 percent time for 11 months, effective September 1,2004. 3. Alumni Dr. Miles McCall, from Vice President for Alumni Affairs and Associate Professor of Communication at a salary of $94,781 for 100 percent time for 12 months to Professor of Communication at a salary of $74,640 and transition stipend of $6,000 for 100 percent time for nine months, effective September 1,2004. 4. Housing Charlotte Lisenby, from Coordinator at a salary of $30,000 for 100 percent time for 12 months to Area Coordinator at a salary of $26,419 for 100 percent time for 12 months, effective March 22, 2004. 5. UC Administration Edward Wittel, from Programmer/Analyst II at a salary of $35,943 for 100 percent time for 12 months to Manager of Computer Support for Auxiliary Services at a salary of $35,943 for 100 percent time for 12 months, effective May 16,2004. Mr. Danny Duplechian, from Programmer/Analyst I at a salary of $30,162 for 100 percent time for 12 months to Technology Specialist for Auxiliary Services at a salary of $30,162 for 100 percent time for 12 months, effective May 16,2004. Mr. Nathan Armer, from Programmer/Analyst I at a salary of $29,500 for 100 percent time for 12 months to Technology Specialist for Auxiliary Services at a salary of $29,500 for 100 percent time for 12 months, effective May 16,2004. 6. Athletics Ms. Krissy Riggs, from Restricted Women^ Basketball Coach at a salary of $10,000 for 100 percent time for 9 months to Assistant Women's Basketball Coach at a salary of $5,200 for 100 percent time for two months, effective July 1, 2004. Retirements 1. Forestry Dr. Robert Shepherd, Professor, effective May 31, 2004. 2. Post Office Mr. Ronnie Strahan, Assistant Manager, effective April 30, 2004. 3. UC Administration Ms. Dorris Fortson, Coordinator of Reservations & Conferences, effective May 14, 2004. 4. Health Services Ms. Martha D. Gose, Assistant to Director, effective August 31, 2004. 04-49 Upon motion of Regent Green, seconded by Regent Wilhite, with all members voting aye, it was ordered that Dr. Sammie L. Smith, Professor, Department of Accounting, and Dr. Sandra L. McCune, Professor, Department of Elementary Education, be awarded Regents Professorships for the academic year 2004-2005: 04-50 Upon motion of Regent Pond, seconded by Regent Ertz, with all members voting aye, it was ordered that Holiday Schedule for 2004-2005 be approved. Employees are required to take four days of vacation or compensatory time on Thursday, December 30, Friday, December 31, Thursday, March 17 and Friday, March 18. Holiday Schedule 2004-2005 04-51 Upon motion of Regent Wilhite, seconded by Regent Ertz, with all members voting aye, it was ordered that the Summer I 2004 Underenrolled Class list be approved. 04-52 Upon motion of Regent Wilhite, seconded by Regent James, with all members voting aye, it was ordered that Stephen F. Austin State University be authorized to offer the Superintendency Program to Teague Independent School District. 04-53 Upon motion of Regent Green, seconded by Regent James, with all members voting aye, it was ordered that the revisions to the Athletic Policy and Procedure Manual be approved as presented. 04-54 Upon motion of Regent Ertz, seconded by Regent Green, with all members voting aye, it was ordered that the Fiscal Year 2005 Budget totaling $139,436,906 be approved. The 2004-05 budget includes a 1% increase in room and board rates, a designated tuition rate increase of $18 per semester credit hour for Fall 2004 (capped at 16 semester credit hours) and an additional $3 per semester credit hour for Spring 2005 (capped at 16 semester credit hours), and adds a $20 per semester credit hour discretionary (graduate) tuition rate. The budget includes increases in the cost of parking violations and parking permits for students, faculty and staff, allocates a 5% compensation-increase pool (cost-of-living, merit, and equity) for benefits-eligible employees and provides initial funding for baseball, equestrian, and student technical support programs. The detailed HEAF allocation for 2004-05 is included in Appendix No. 2. 04-55 Upon motion of Regent Wilhite, seconded by Regent Pond, with all members voting aye, it was ordered that the following Financial Affairs Items be approved: Selection of University Insurance Provider - Property, Boiler and Machinery, Inland Marine, Automobile, and General Liability - approval was given for the RFP process, including tabulation of proposals, and the Finance Committee of the Board was authorized to review proposals for the named lines of insurance and SORM pricing options for automobile coverage. If necessary, an exception may be requested from SORM for auto coverage; however SORM retains ultimate authority to deny such exception requests. The Finance Committee of the Board was authorized to select the University's insurance provider or providers prior to September 1, 2004 from the options available and the President was authorized to sign the contract or contracts necessary to provide the coverage. Directors and Officers Liability Insurance - the University was given approval to contract for D&O insurance from the SORM to be effective September 1, 2004 and the President was authorized to sign the contract. Electric Utility Contract - the University was authorized to negotiate for an extension of the existing contract with Texas Utilities for an additional period up to 29 months or longer if favorable to the University and the President was authorized to sign the contract. Student Technical Support - the FY 2004 Budget was amended in the amount of $85,913 to establish and operate a Student Technical Support unit for network and personal computer usage beginning August 1, 2003. Funds are available in the auxiliary contingency. The activity will be operated as an auxiliary enterprise with plans for it to be physically located in the University Center upon its completion. Budget Changes Less Than $50,000 - No board action was required. Purchase over $50,000 (Forestry for FY 2004-2005 - Alto Watershed Project) Approval was given for the expenditure of a maximum of $105,600 to test water samples from the Alto Watershed Project. Sources of funding are the Center for Applied Studies in Forestry, the Forest Research Institute, and the Alto Watershed Project. Purchase over $50,000 (Forestry for FY 2004 - Greenhouse Renovations) Approval was given for the completion of the renovations of the Forestry Greenhouse, including replacing the existing plumbing, electrical, misting system, and removing and replacing gas heaters, at a cost not to exceed $85,000. Source of funding is 2004 HEAF. Purchase over $50,000 (Forestry for FY 2004 - Tree Physiology Lab Renovations) Approval was given for renovations to the Tree Physiology Lab, including modifying bench-type lab area, removal of growth chambers which are no longer functional and replacement with office and storage space, at cost not to exceed $75,000. Source of funding is 2004 HEAF. Athletic Programs Insurance The University was authorized to continue the RFP process and to compare proposals to the current self-insurance program to determine which method or combination of coverage provides the best value to the University. If an outside provider or combination represents the best value to the University, approval was given to secure coverage for the 2004-2005 athletic season with options to renew for two additional years, and the President was authorized to sign the contract. Television Ad Contract The University was authorized to contract with an outside vendor for production and placement of two television ads for a sum not to exceed $100,000 and the President was authorized to sign the contract. This amount is included in marketing funds requested for FY-05. 04-56 Upon motion of Regent Green seconded by Regent Ertz with all members voting aye, it was ordered that the following Buildings and Grounds Items be approved. Network Wiring - Austin and Rusk Buildings The University was authorized to upgrade the network wiring in the Rusk and Austin buildings at a cost not to exceed $55,590.39 and the President was authorized to sign associated contracts and purchase orders. SFA has selected a vendor (m-Optic, Longview, Texas) to complete the rewiring before the start of the Fall 2004 semester. The source of funds is Higher Education Assistance Funds (HEAF) allocated for FY2004 Facility Site Studies The University was authorized to contract with BarWin Consultants to conduct site studies for construction of additional facilities and associated parking, at a cost not to exceed $116,900 and the President was authorized to sign the contract. Estimated cost of the studies and flood-map revisions is to be paid from the auxiliary funds contingency Student Residence Facilities The University was authorized to explore the various possibilities for upgrading the existing residence halls and/or the addition of new residence halls. The study should include developing a "design criteria package" which will include a set of documents that provides sufficient information to permit a design-build firm to prepare a response to an institution's request for proposals; or an information package with sufficient information to allow a private development firm or a design-build firm to make a proposal. The University was also authorized to explore the various methods of finance and develop a recommendation for the board. The University was authorized to expend funds and to employ a design professional(s) as required to develop required information. 04-57 Upon motion of Regent Green, seconded by Regent Ertz, with all members voting aye, it was ordered that the University be authorized to seek proposals for an architectural/engineering firm for the student recreational facilities project, which is to be a stand-alone building that is not associated with academics or athletics. The University was authorized to employ a consultant to assist in development of the initial design package. 04-58 Upon motion of Regent Pond, seconded by Regent Ertz, with all members voting aye, it was ordered that adopt the policy revisions as presented. 10 REPORTS A. Faculty Senate B. Student Government Association C. Vice President for University Advancement D. Executive Director for Enrollment Management E. Signage (postponed until the October meeting) F. President Meeting adjourned at 11:35 a.m. 11 DATE 6/25/2004 UNDER-ENROLLED CLASSES SUMMER I 2004 TIME 12:40 PM )ATE APPROVAL > CD o Stephen F. Austin State University HEAF Requests Fiscal Year 2004-05 Appendix No. 2 Department Item/Project Amount Fiscal Year 2004-05 HEAF Available Debt Service Instructional Capital Library Books and Materials Provost Institutional Research Institutional Research Institutional Research Institutional Research Institutional Research Enrollment Mgt (Regis/Admis) Enrollment Mgt (Regis/Admis) Enrollment Mgt (Regis/Admis) Enrollment Mgt (Regis/Admis) Enrollment Mgt (Regis/Admis) Forestry Chemistry Biotechnology Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Human Resources Human Resources Controller's Office Controller's Office Controller's Office Controller's Office Purchasing Bond Debt Service Payments Academic Capital Equipment Library Acquisitions Capital Equipment/Renovation Construct and Install Walnut File Cabinets HP Color LaserJet Printer Install Ceiling, Light Fixtures, and Duct Work Install Cabinet Doors on Existing Wall Cabinets Restain Light Colored Upper Cabinet Computers (8) and Printers (4) Laptop Computers (6) and Projector (1) Work Station Furniture Macintosh PC G 4Notebook Office of Admissions Construction Build Constructed Wetland Wastewater Pit PWCC Renovate Stockroom to Meet Safety Stds Centrifuge Beckman Avanti w/Rotors Microsoft Site License (ongoing expense) Network Upgrade and Expansion (ongoing) Supplemental Funding (ongoing) Telecommunications Expenditures (ongoing) Student E-mail Server Replacement SCT Banner & Luminis Premier (1st Yr) RoofRepairsforSRC Roof Repairs for Forestry Laboratories Vehicle Replacements Bark Blower Machine Repair and Resurface Streets Crack Sealing and Hot Tape Renovate Boynton Bldg HVAC System Walter C. Todd Beef Farm (equip support/fencing) Univ Strategic Plan (in-house plan) OR Fire Safety of E&G Bldgs Upgrade Campus Lighting & Add New Signage Land Acquisition at Starr and Garner Streets Replace Carpet in HR Office/Laminate in Kitchen Computer Table/Desk for Training Dept. Business Office Security Camera & Video Recorder Computers (7) Billing System Office Chairs (5) Carpet 13 Stephen F. Austin State University HEAF Requests Fiscal Year 2004-05 Department Purchasing Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Environ Health, Safety, Risk Environ Health, Safety, Risk Environ Health, Safety, Risk Environ Health, Safety, Risk Environ Health, Safety, Risk Office of Development Office of Development Office of Development Office of Development Printing Printing Printing Printing VP University Affairs Counseling and Career Services Counseling and Career Services Counseling and Career Services Counseling and Career Services Counseling and Career Services Disability Services Disability Services Disability Services Disability Services Student Affairs University Police Audit Services Item/Project Office Divider Panels PCs for Student Phone Room Notebook Computers for Outreach Work Portable Projector Furniture for Scholarship Coordinator's Office New Flooring for Entry/Student Work Area Enclose Carport at Harkrider House Office Furniture for New Safety Office Instrumentation Multi-Gas Detector Kit Sound Travel Meter 32" Training TV with Stand Plantronics Vista Amplifiers Teltone T-311 Dialers Caller Stations Manager Station Lease/Purchase of Xerox Docutech (final 2 months) Tabber Tabber Extended 3 Yr Warranty Perfing/Scoring Equipment PC and Printer Color Laser Printer Text Scanner Computers (5) Laser Printers - Non Color (5) Chairs for Conference Room (40) Tiger Braille Printer Captioning Encoder ADA Computer Station Upgrades (2) Laptop Computers (2) Printer Updates Police Radio/Communication Equipment Dell Computer and Monitor TOTAL Amount 14 Appendix No. 3 Stephen F. Austin State University Schedule of Budget Changes April 1, 2004 to June 23, 2004 ACTIVITY RECIPIENT INCOME SOURCE TOTAL 116,753 15 Appendix No. 4 Policies for Board Review July 8, 2004 16 Agency Accounts C-01.2 Original Implementation: January 20, 1998 Last Revision: July 17, lOOUufy 8, 2004 Agency Accounts are funds held by the University as custodian or fiscal agent for others. The money is deposited with the University for safekeeping, to be used or withdrawn by the depositor at will. All Agency Accounts must be related to the mission of the University. The University, at its sole discretion, will determine whether or not to establish an Agency Account. The University reserves the right to commingle Agency funds with University funds, which may be deposited in financial institutions. Agency Accounts will neither earn interest nor be assessed administrative fees, except for identifiable bank charges directly related to a specific Agency Account. Agency funds will be managed at the same level of safekeeping as University funds. Should owners of the Agency funds wish to conduct an independent audit, they may do so by obtaining their own auditor at their own expense. Agency Accounts are subject to review by University and State officials as well as anyone legally authorized to do so. Request to Establish an Agency Account A request to establish an Agency Account is made by completing the "Request to Establish an Account11 form (Policy C-34). The form is available from the Controller's Office or at https://apache, sfasu. edu/sfajorms/frs__acct_req. html https://apache.SFASU.EDU/sfa_for ms/frs_acctjreq.shtml. If approved, the Agency Account will be assigned an account number (0-9XXXX), which will be used by the owner when depositing or withdrawing funds. Disbursement from an Agency Account Owners of Agency funds may withdraw funds or make payment to vendors by either of two methods: • Complete a "Purchase Voucher" form on-line (Policy C-31) (available at https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml). Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. • Complete a "Request for Disbursement from an Agency Account" form, available from the Controller's Office or at https://apache.SFASU.EDU/sfa_forms/REQUEST_FOR_DISBURSEMENT.shtml . Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. PI All checks will be mailed unless written instructions are provided on these forms. Allow one week for check processing. Negative Balances in Agency Account Prohibited Agency Accounts are not permitted to carry negative balances. Therefore, the University may assess a $25 institutional fine each time an account goes into a negative balance. If an Agency Account is referred for collection, the Account will be assessed all associated costs. Source of Authority: Vice President for Business Affairs Cross Reference: Request to Establish an Account, Policy C-34; Purchase Voucher, Policy C-31 Contact for Revision: University Controller Forms: Request to Establish an Account (available from the Controller's Office or at https://apache, sfasu. edu/sfajorms/frs_acct_req. /?^7/https://apacho.SFASU.EDU/Gfa_for ms/frs_acctjreq.shtml; Purchase Voucher (available at https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml); Request for Disbursement from an Agency Account (available from the Controller's Office or at https://apache.SFASU.EDU/sfa_forms/REQUEST_FOR_^DISBURSEMENT.shtml) P2 Purchasing Ethics and Confidentiality C-33 Original Implementation: Unpublished Last Revision: October 23, 2001 July 8, 2004 Credibility and public confidence are vital throughout the purchasing and contracting process. If any involved party displays a lack of honesty, integrity or openness, the entire program is injured. Even the shadow of doubt can be as harmful as the conduct itself. Any SFA employee involved in any form of procurement or the procurement process may not: • participate in work on a contract by taking action as an employee through decision, approval, disapproval, recommendation, giving advice, investigation or similar action knowing that the employee, or member of their immediate family has an actual or potential financial interest in the contract, including prospective employment; • solicit or accept gifts or gratuities which might tend to influence purchasing decisions; • be employed by, or agree to work for, a vendor or potential vendor; • knowingly disclose confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of another person. When an actual or potential violation of any of these standards is discovered, the person involved shall promptly file a written statement concerning the matter with an appropriate supervisor. The person may also request written instructions and disposition of the matter. If an actual violation occurs or is not disclosed and remedied, the employee involved may be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be barred from receiving future contracts and/or have an existing contract canceled. If not related to a particular transaction, University employees may accept from vendors and others: (1) unsolicited advertising or promotional material such as pens, pencils, scratch pads, and calendars; (2) occasional business lunches or food and refreshments of insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or fruitcake, etc.) that are merely tokens of appreciation. Purchasing professionals have the right under law to have any ethics question reviewed and decided by the State Ethics Commission. If you wish to learn whether a specific action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino La Costa, Austin, Texas 78752 or call them at 1-800-325-8506. P3 Source of Authority: Vice President for Business Affairs Cross Reference: None Contact for Revision: Director of Purchasing and Inventory Forms: None P4 Returned Checks C-35 Original Implementation: September 1, 1987 Last Revision: July \ 5, 2003July 8, 2004 Checks presented to the University will be verified through CheckMate, a check verification service, prior to acceptance. The University reserves the right to refuse personal checks from individuals who have a history of bad checks as recorded by CheckMate. Checks returned to the University for insufficient funds, payment stopped, or account closed will be collected by CheckMate. The Business Office shall assess a twenty thirty dollar ($2030) fee plus applicable sales tax for each such check. These checks may be collected by CheckMate or other collection service. Applicable collection charges assessed will be charged to the student's account. In certain instances, checks will be turned over to the county attorney for collection. Employees with a history of bad checks may be subject to disciplinary action. WEBCHECK Checks processed through WebCheck and returned to the University for insufficient funds, payment stopped, or account closed, will be collected by the University. The Business Office shall assess a twenty-thirty dollar ($2030.00) fee for each returned check. The amount of the returned check and the twenty dollar ($3050.00) fee will be charged to the account of the individual. When three (3) checks have been returned to the University for insufficient funds, payment stopped, or account closed, the University will no longer accept checks from those individuals through WebCheck. Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees. 1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President; General Counsel; Vice President for Business Affairs Cross Reference: C-6 Check Cashing Contact for Revision: General Counsel, Controller Forms: None P5 Vendor Warrant Hold C_4g Original Implementation Date: January 25, 2000 Last Revision Date: October 23, 2001 July 8, 2004 Stephen F. Austin State University will not "contract" with a vendor or issue payment to any vendor who is on warrant hold in the State of Texas Comptroller's Taxpayer and Vendor Account Information. As defined by the State Comptroller in Notice to State Agencies #FM00-35, dated 12/2/99, a "contract" is a commitment of agency funds for the purchase of goods or services. The vendor's warrant hold status must be verified for each individual purchase or contract BEFORE committing funds on behalf of the University. Any vendor who is found to be "on hold" is not eligible to receive the proposed "contract". It will be the responsibility of the department placing the order to insure that warrant hold status is verified BEFORE COMMITTING FUNDS ON BEHALF OF THE UNIVERSITY. The following Departments are responsible to check vendor hold status BEFORE placing orders for the types of transactions listed below. THE STATUS MUST BE VERIFIED NO MORE THAN 7 DAYS BEFORE BUT NOT LATER THAN THE CONTRACT START DATE. PURCHASING -standing orders -purchase orders completed from a requisition for order placement by Purchasing BOOKSTORE PURCHASES FOR RESALE -bookstore delegated purchases LIBRARY BOOK PURCHASES -library delegated purchases STONE FORT MUSEUM PURCHASES FOR RESALE -stone fort delegated purchases END USER —voucher payments P6 -local purchase authorization (LPA) purchases -credit card purchases exceeding $150 -purchases made by an employee for which reimbursement will be sought (tax status of the vendor from whom the purchase is made must be checked) -requisitions for which a telephone po is issued If any END USER does not wish to verify warrant hold status in conjunction with placing the type of order listed above, then a requisition must be submitted to the Purchasing Office for order placement. The document created (LPA, requisition for telephone PO, credit card transaction log, voucher, purchase order, etc.) by the department placing the order must include a warrant hold status verification certification following the Verification Instructions below. Requisitions for reimbursements must show the name of the vendor from whom the University employee made the purchase. The end user is required to verify a vendor's warrant hold status prior to making a purchase and requesting reimbursement. Failure to verify the warrant hold status may delay the reimbursement. The following types of purchases do not need to be verified per verbal communications with the State Comptroller's Office in developing a balance between legislative intent and the needs of the agency. 1) credit card purchases less than $150 2) emergency 'in the field' purchases less than $150 3) other situations to be approved by the Director of Purchasing, wherein the failure to complete a purchase would involve public safety, or severely hinder the educational purpose or operation of the University or a University operated facility. VERIFICATION INSTRUCTIONS The verification process involves searching for the vendor by vendor number and/or name at the State Comptroller's web-site created specifically for verification of vendor warrant hold status. The internet address is http://ecpa.cpa.state.tx.us/vendor/tpsearch 1 .html. The vendor number can be obtained from the FRS database, screen 203 (State Vendor ID found immediately below the Vendor Name) or by obtaining the vendor's State of Texas sales tax number. If a vendor number or sales tax number is unknown, then a name search may be attempted. P7 A. If the vendor number or vendor name search indicates that the vendor 1) is "not on hold", 2) returns no match, or 3) indicates the number is not on the taxpayer file, proceed with the purchase in accordance with University policies and procedures. Add the following dated statement to the document being used to commit funds on behalf of the University; i.e., voucher, lpa, requisition for telephone PO, purchase order, credit card transactions log, etc. "Vendor Not On Hold (date)." B. If the vendor number or vendor name search indicates that the vendor is "on hold", the purchase CAN NOT BE MADE. The department should search for another vendor from whom to make the purchase. C. If no other vendor can be located to supply the needed good or service, the department has the following options: 1. The vendor should be contacted and informed to contact the State Comptroller's office at 1-800-531-5441 to resolve the "on hold" warrant status. 2. The vendor may be given an adequate period of time to rectify his/her warrant hold status from "on hold" to "not on hold". 3. If the situation is corrected, the updated tax status must be viewed at the State Comptroller's web site or confirmed in writing from the State Comptroller. A vendor may not self-certify a corrected warrant hold status. When an acceptable warrant hold status is received, refer to A. above 4. If the situation is not corrected, contact the Director of Purchasing to determine if the failure to complete the purchase would involve public safety, or severely hinder the educational purpose or operation of the University or a University operated facility. Source of Authority: Texas Government Code, Title 10, Chapter 2252.903; President; Vice President for Business Affairs Cross Reference: None Contact for Revision: Director of Purchasing and Inventory Forms: None P8 AIDS and HIV Virus D-l.l Original Implementation: September, 1990 Last Revision: January 19, \999July 8, 2004 Stephen F. Austin State University recognizes the increasing public awareness and concern over AIDS and the HIV virus. For the purposes of this policy, AIDS means acquired immune deficiency syndrome, and HIV Virus means human immunodeficiency virus. AIDS is a fatal disease that has become a nationwide public health problem in the last few years. In health related matters such as this one, the University shall follow the guidelines of recognized authorities including: the National Centers for Disease Control, the United States Public Health Service, the Texas Department of Health, and the American College Health Association. Further, the University shall conform its actions to the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. The health status of a person infected with the HIV virus may vary from an apparently healthy, normally functioning individual to a critically ill person. However, there is no current medical evidence that persons infected with the HIV virus present a health risk to others in the normal academic or workplace setting. Routine daily encounters with others pose no risk of transmitting the fragile, blood-borne virus. Accordingly, there is no reason to exclude individuals with AIDS or the HIV virus from campus academic, social, or cultural activities. Therefore, on the basis of current knowledge of the disease, persons sharing common living space, work or study areas, libraries, classrooms, recreational facilities, and theaters do not represent a problem or public threat to the campus community. Students and employees (faculty and staff) of the University who may become infected with the HIV virus will not be excluded from enrollment or employment, or restricted in their access to University services or facilities, unless medically-based judgments in individual cases establish that exclusion or restriction is necessary to the welfare of the infected person or of the other members of the University community. Persons with HIV infection are entitled to the same rights and opportunities as persons with other communicable diseases. The University prohibits any discrimination in its programs and activities against a person with HIV infection unless based on accurate scientific information. Any student, faculty member, or employee who violates this rule may be subject to appropriate disciplinary action. When circumstances arise that require review of any matter regarding HIV/AIDS, the President will seek the advice of the Director of University Health Services, the attending physician, and other relevant parties. An opportunity will be provided for persons involved in the matter to discuss their circumstances. Members of the Public Health P9 Committee will be available to review the issues and to provide recommendations to the President for appropriate action. In the event of public inquiry concerning University policy, programs, problems, or statistics related to AIDS on campus, the Director of Public Affairs will serve as the official spokesperson for the University and will enlist the cooperation of the Director of University Health Services and the Public Health Committee as necessary to prepare an appropriate response. All inquiries from the press, elected public officials, or the public in general will be referred to the spokesperson. Inquiries of a more private or specific nature may be made to the Director of University Health Services or the Chair of the Public Health Committee. The medical records and test results of any HIV-infected person on the campus shall remain confidential and private information in accordance with law. The breach of that confidentiality may result in litigation and in severe penalties, both civil and criminal. (Some exceptions to confidentiality are permitted by law.) The University shall keep the number of people who are aware of the existence and identity of students, faculty, or staff members who have AIDS or the HIV virus to an absolute minimum to protect the confidentiality and privacy of the infected persons and to avoid the generation of unnecessary fear and anxiety on the campus. However, public information shall be disclosed upon request in accordance with the Texas Open Records Act, the Family Educational Rights and Privacy Act, the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. Persons who know, or have a reasonable basis for believing, that they are infected with the AIDS virus are expected to seek expert advice about their health circumstances and are obligated, ethically and legally, to conduct themselves responsibly in accordance with such knowledge for the protection of other members of the University community. The University encourages regular medical follow-up for such persons. The University shall carefully observe the safety guidelines established by the U.S. Public Health Service for the handling of blood and other body fluids and secretions in University Health Services and in other institutional contexts in which such fluids or secretions may be encountered (e.g., teaching and experimental laboratories). The University shall strictly observe the public health reporting requirements for AIDS and HIV infection as well as other communicable diseases. The University shall make this policy available upon request to students, faculty, and staff members and such a statement will be included in the Policy and Procedure Manual on the University's web page. P10 Policy for the Work Environment In the work setting, the University's major concern will be whether an HIV-infected employee will be able to satisfactorily perform job duties. The University will make accommodations to keep an employee with HIV infection employed and productive for as long as the employee is capable of this performance. Most HIV-infected employees will be able to perform their job duties for an extended period before their illnesses interfere with job-related performance. During the asymptomatic period, the employee is not obligated to provide information about his/her HIV status to the University. However, an employee may want to share information about his/her HIV-infected status with University officials so that responsible management decisions may be made about: 1. assignments or reassignments of job duties; 2. evaluating leave policies to assure leave time comparable to other medical conditions; 3. determinations of possible qualification for disability entitlements; and, 4. monitoring the insurance status of the HIV-infected employee to assure continuation of coverage. Once HIV-related symptoms occur, the employee has the responsibility as in the case of other illnesses to provide medically verified information relating to the ability to perform job duties. Based on federal and state law, any medical documentation of information provided by an HIV-infected employee to University officials must be considered confidential and private information. As such, University officials are forbidden by law from disclosing this information to others without the employee's knowledge and consent. (Some exceptions to confidentiality are permitted by law.) The University requires that any consent to disclosure by the employee be in writing. Any University employee who breaches the confidentiality of this information commits a serious offense that may be cause for litigation, resulting in both civil and criminal penalties. University employees who refuse to work with HIV-infected co-workers may be subject to disciplinary action. University departmental chairs and directors should carefully monitor and document any instances of such refusal in violation of this policy and take appropriate disciplinary action. At least once each year, Personnel Services shall conduct an HIV/AIDS training program or distribute an educational pamphlet for University employees and include in the program and/or pamphlet: 1. current medical information about HIV transmission and prevention; Pll 2. confidentiality and related laws; 3. personnel management, including relevant policies; 4. development of staff problem-solving skills; and 5. a plan for scheduled periodic training. Also, each year Personnel Services shall conduct HIV/AIDS employee education programs to: 1. provide basic and accurate information regarding the modes of transmission and prevention of HIV infection; 2. reduce fear and misinformation of HIV/AIDS; 3. help faculty and staff recognize and avoid personal behaviors that might cause them to become infected with the HIV virus; 4. encourage nondiscrimination, which enables the HIV-infected person to remain employed as long as feasible; 5. help maintain productivity and lawful behavior in the workplace; 6. provide continuing information about HIV/AIDS; and 7. distribute to all employees a copy of the Texas Department of Health's educational pamphlet entitled "AIDS: THE WORKPLACE." At a minimum, the HIV curriculum will include: 1. modes of transmission; 2. methods of prevention; 3. behaviors related to substance abuse; 4. current laws and regulations concerning the rights of an AIDS/HIV-infected individual; and, 5. behaviors associated with HIV transmissions which are in violation of Texas law. On an employee's request, the University shall pay the costs of testing and counseling an employee concerning HIV infection if the employee: P12 1. provides appropriate documentation that the employee may have been exposed to the HIV virus while performing duties of employment with that agency; and, 2. was exposed to the HIV virus in the manner that the U.S. Public Health Service has determined is capable of transmitting the HIV virus. However, an employee who may have been exposed to the HIV virus while performing job duties at the University may not be required to be tested for the HIV virus. For the purpose of qualifying for worker's compensation or any other similar benefits or compensation, an employee must provide the employer with a written statement of the date and the circumstances of the exposure and document that within 10 days after the exposure the employee had a test result that indicated an absence of HIV infection. The cost of an employee's testing and counseling shall be paid from funds appropriated for payment of worker's compensation benefits to state employees. Counseling or a test conducted in accordance with these provisions shall conform to the model protocol on HIV counseling and testing prescribed by the Texas Department of Health. In compliance with the Texas Communicable Disease Prevention and Control Act, the University Police Department shall adopt a policy for handling persons with AIDS or HIV infection who are in its custody or under its supervision. The department's policy shall ensure that education programs for employees include information and training relating to infection control procedures and that employees have infection control supplies and equipment readily available. The University shall adopt and implement workplace guidelines similar to the workplace guidelines for state agencies listed in the Texas Human Immunodeficiency Virus Services Act for any program involving direct client contact that is funded by one of the listed state agencies. Policy for the Academic Environment The University shall allow, to the extent possible, HIV-infected students, whether they are symptomatic or not, to continue regular classroom attendance in an unrestricted manner as long as they are physically able to attend class. The University recognizes that there is no medical justification for restricting the access of HIV-infected students to the University Center or to University cafeterias, snack bars, gymnasiums, swimming pools, recreational facilities, or other common areas. The University recognizes that the best currently available medical information does not support the existence of a risk to those sharing residence halls with HIV-infected individuals; in some circumstances, however, there may be reasonable concern for the P13 health of those with AIDS or the HIV virus who might be exposed to certain contagious diseases (e.g., measles or chicken pox) in a close living environment. Thus, decisions about residential housing of students with AIDS or the HIV virus shall be made on a case-by-case basis. The University may decide to assign students with AIDS or the HIV virus to private rooms in the interest of protecting the health of those students. The University shall provide education programs about AIDS and the HIV virus to its residence hall staff (both students and employees). Since there is no medical necessity, the University shall not advise others living in a residence hall of the presence of students in the residence hall who have AIDS or the HIV virus. The University believes that the responsibility to provide a safe living environment is best dealt with by educational programming. Similarly, the University shall not make any attempt in any other setting to identify those students or employees who have AIDS or HIV status. The University shall not routinely ask students about their status regarding AIDS or the HIV virus. However, the University shall encourage new students to inform the medical staff at University Health Services if they have AIDS or the HIV virus in order that Health Services can provide proper medical care and education. The Health Services staff will handle this information, like all other medical information, in a strictly confidential manner in accordance with University policy and with federal and state law. The University shall not provide any person, group, agency, insurer, employer, or institution with confidential medical information about students with AIDS or the HIV virus without the specific written consent of the student. Given the possibility of unintended or accidental compromise of the confidentiality of information, University Health Services staff will carefully weigh the importance of including any specific information regarding the existence of AIDS or the HIV virus in the medical record of a student except in circumstances of medical necessity created by the evaluation of an illness. At a minimum, the inclusion of any such information in the medical record should be discussed with the patient prior to its entry. The University shall make available to students, on request, the educational pamphlet on HIV infection developed by the Texas Department of Health and shall include in the University's web page a statement that the pamphlet is available from University Health Services. University Health Services shall provide accurate, understandable information on how to prevent the transmission of HIV infection in compliance with Section 51.919 of the Texas Education Code. In further compliance with Section 51.919 of the Texas Education Code, the curricula of the nursing, counseling, and social work degree programs of the University shall: 1. include information about: P14 a. methods of transmission and methods of prevention of HIV infection; and b. federal and state laws, rules, and regulations concerning HIV infection and AIDS; and, 2. give special attention to the physical, emotional, and psychological stress associated with the care of patients with terminal diseases. Source Of Authority: Texas Human Immunodeficiency Virus Services Act, Texas Health and Safety Code, Chapter 85; Texas Communicable Disease Prevention and Control Act Texas Health and Safety Code, Chapter 81,; Texas Education Code, sec. 51.919; Board of Regents; President Cross Reference: None Contact For Revision: General Counsel Forms: None Return to Policy & Procedure Main Page P15 Driver Certification D-10 Original Implementation: May 4, 1983 Last Revision: July l792Q0Uuly 8, 2004 Driver certification is required for any University employee who must drive a University vehicle, including rented or leased, within the scope of his/her employment. Such certification is processed through the University Police Department (UPD). An "Application Approved Drivers Certification" form is obtained from the Administrative Secretary in UPD and should be signed at the bottom by the applicant's department head. Upon receipt of the driving record report from Austin, and in compliance with University requirements, UPD will: (a) issue a temporary permit valid for 180 days for Faculty and Staff or 90 days for Students, (b) issue a permanent permit valid for three years, or (c) deny driver certification. All applicants for a temporary permit must register for a scheduled defensive driving course at the time the temporary permit is issued. A defensive driving course must be completed in order to receive a permanent permit and must be completed every three years to maintain the permanent permit. The temporary permit is issued: (a) prior to completion of the defensive driving course and (b) for specific-use purposes, such as an academic field trip. Source Of Authority: Board of Regents, President, Vice President for University Affairs Cross Reference: None Contact For Revision: President Forms: Application Approved Drivers Certification P16 Firearms, Explosives, and Ammunition D-14 Original Implementation: Unpublished Last Revision: October 20, \99&July 5, 2004 Firearms, ammunition, explosive devices, or illegal knives may not be brought on to the campus of Stephen F. Austin State University or any property which is owned, leased, or operated by the University, or a passenger vehicle which is owned, leased, or operated by the University, without the written permission of the President. Requests for permission to bring any of the above-listed items on campus must be submitted in writing to the President. The President will advise the University Police Chief and the Director of Safety of requests for permission which has been granted as outlined herein. Source of Authority: Sec. 46.03, Texas Penal Code; President Cross Reference: None Contact for Revision: General Counsel Forms: None Return to Policy & Procedure Main Page P17 Skating 0-32 Original Implementation: January 24, 1989 Last Revision: July l7,200Uuly 8, 2004 No person may roller skate, in-line skate (roller blade), skateboard, or use coasters of any type on University property. Source of Authority: Board of Regents, President, Vice President for University Affairs Cross Reference: Parking and Traffic Regulations, Index D-24 as related to bicycles Contact or Revision: Chief of University Police Forms: None P18 Student Conduct Code D-34,1 Original Implementation: January 1998 Last Revision: October 23, 2003July 8, 2004 A student enrolling in the University assumes an obligation to conduct him/herself in a manner compatible with the University's function as an educational institution. To fulfill its functions of imparting and gaining knowledge, the University retains the power to maintain order within the University and to exclude those who are disruptive of the educational process. This code shall apply to any and all land owned or leased by the University as well as to any location where a student is engaged in an officially recognized University activity. Examples of such coverage include, but are not limited to University teams traveling to events off campus, classes attending field trips, distance learning and satellite locations, clinical settings necessary for academic programs, experimental stations, farms, Pineywoods Conservation Center and the University Observatory. Misconduct for which students and student organizations are subject to discipline falls into the categories below. Where such conduct also violates federal, state or local law, the student or student organization may be brought before the appropriate criminal and/or civil magistrate for adjudication while at the same time be subject to the disciplinary proceedings of the University. University proceedings may precede any actions taken by off-campus authorities. The determinations and any sanctions resulting from University disciplinary proceedings will be independent of any off-campus adjudication. The following list of possible acts is either prohibited by federal, state, or municipal law or by University rules or regulations. 1. Hazing (referenced in the Policy and Procedures and General Regulations section of the SFA Web pages, D-16.) Stephen F. Austin State University is unequivocally opposed to any activity by an organization or individual(s) within the organization that is herein defined as hazing. Hazing is defined as any intentional, knowing or reckless act occurring on or off campus by one person alone or acting with others, that endangers the mental or physical health or safety of a currently-enrolled or prospective student for the purpose of new member intake, being initiated into, affiliating with, holding office in, or maintaining membership in that organization. Hazing acts include but are not limited to: a. any type of physical brutality such as whipping, beating, striking, branding, electronic shocking,placing a harmfiil substance on the body, or similar activitiy; b. any type of physical activity such as sleep deprivation, exposure to the elements, confinement in a small space, calisthenics or other activity that subjects the student to an P19 unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student; c. any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug or substance which subjects the student to unreasonable risk of harm or that adversely affects the mental health of the student; d. any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame or humiliation or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registeredat the institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than to submit to the acts described in this policy; e. any activity that induces, causes, or requires the student to perform a duty or task, which involves a violation of the Penal Code. Any organization and/or any individual involved in any hazing activity will be subject to both University disciplinary sanctions and criminal prosecution. An offense is committed by (a) engaging in hazing; (b) soliciting, encouraging, aiding or directing another engaging in hazing; (c) intentionally, recklessly, or knowingly permitting hazing to occur, or (d) having first-hand knowledge that a specific hazing incident is being planned or has occurred and failing to report said knowledge in writing to the Judicial Officer. It is not a defense to prosecution of an offense that the person against whom the hazing was directed consented to or acquiesced in the hazing activity. Individual penalties relative to criminal prosecution range from a fine of 2,000 and 180 days in jail for failure to report a hazing incident to a fine of $10,000 and two years in jail for an incident which causes the death of a student. Further, an organization may be penalized with a fine up to $10,000 or double the expenses due to the injury, damages or loss. Penalties relative to University sanctions range from probation to expulsion for any individual committing an offense. Student organizations committing an offense may be placed on University probation and are subject to withdrawal of University recognition. Sanctioned Student Organizations In compliance with state law, any student organization found guilty of hazing through regular University disciplinary procedures will be listed for three (3) years in any University publication containing the hazing policy. The date in parenthesis following an organization's name indicates the last year the organization's name will be included. Publication of a sanctioned organization begins as soon as possible with the next printing cycle of the particular University publication. P20 Delta Sigma Theta (December 2004) Kappa Alpha Order (May 2005) Zeta Phi Beta (December 2005) 2. Illegal Drugs It is the policy of Stephen F. Austin State University that any unlawful manufacture, possession, use or delivery of any controlled substance or illegal drug is strictly prohibited. Moreover, it is the policy of the State of Texas and of this University that this institution will be as free of illegal drugs as it can possibly be. Therefore, in accordance with state law and University policy, any student who is determined, through the regular disciplinary procedures of the University, to have violated this policy will be suspended from the University for no more than two years and no less than the remainder of the current semester. At the discretion of the Vice President for University Affairs, a student suspended under this policy may, under certain conditions, remain enrolled at the University on disciplinary probation for the remainder of the current or subsequent semester, pending in position of a suspension at a later date. 3. Committing any criminal offense or other unlawful act under any federal, state, or municipal law, including, but not limited to: a. arson; b. robbery; c. burglary; d. theft; e. disruptive activity; f. forgery; g. gambling; h. disorderly conduct; i. trespassing; j. possession of stolen property; k. unlawful use, possession, or storage of firearms or unlawful weapons on University property; 1. entering or remaining on campus after withdrawal of consent to remain on campus; m. refusing to leave a University building closed to the public; n. possession of drug paraphernalia. 4. Unauthorized use, possession, or storage of explosives or ammunition on University property 5. Causing physical or psychological harm, or causing reasonable apprehension of physical harm, to any person on University property or at University-sponsored activities. This includes, but is not limited to, phone harassment, verbal or written threats, and physical and sexual assaults. 6. Making or causing any false report, warning, or threat of fire, explosion, or other emergency on University property or at University-sponsored activities. 7. Interfering with fire, police or emergency service. This also includes failure to evacuate University facilities or willfully disregarding any emergency or fire alarm signal. 8. Misusing or damaging fire or safety equipment on University property. P21 9. Interfering with normal University or University-sponsored activities, including, but not limited to, studying, teaching, research, and University administration. Disruptions in classrooms or other instructional areas will be seen as interference with a University activity. 10. Violating the terms of any disciplinary sanction imposed in accordance with these policies. 11. Furnishing false information to the University. 12. Giving false testimony or other fraudulent evidence at any University disciplinary proceeding. 13. Unauthorized alteration or use of any University documents or records. 14. Failing to comply with the directions of a University official, including University police officers and residence hall staff, acting in the performance of their duties. 15. Violating any University policy, rule, or regulation. Such policies, rules, and regulations may include, but not be limited to, the residence hall contract, as well as those policies, rules, and regulations relating to the use of University facilities, handbills and petitions, solicitation, signs, guest speakers, and parades and demonstrations. 16. Interfering with the freedom of expression of others on University property or at University-sponsored activities. 17. Advocating, orally or in writing, the conscious and deliberate violation of any federal, state, or local law. For the purposes of this section, "advocacy" means preparing the group addressed for imminent action and steeling it to such action, as opposed to the abstract espousal of the moral propriety of a course of action. 18. Damaging, defacing, or destroying the property of others on University property or at University-sponsored activities. 19. Damaging, defacing, or destroying University property, including, but not limited to, buildings, statues, monuments, library and teaching materials, memorials, trees, shrubs, grasses, and flowers. 20. Wrongful utilization of university goods, services or information including, but not limited to, unauthorized possession or use of University keys, security codes, long distance phone access codes or calling cards, cable service and sale or use of University property for personal gain. 21. Improper use of student identification card. This includes allowing use of card by another to obtain services such as, but not limited to meals, event admission, and library services. P22 22. Unauthorized or illegal use of alcoholic beverages or products on University property or at University-sponsored activities, including, but not limited to, intercollegiate and intramural athletic events on University grounds and academic and administrative buildings. Housing policies dictate use of alcohol in residence halls and on-campus apartments. 23. Unauthorized use, possession, or storage of fireworks on University property. 24. Unauthorized throwing of any object in or from a University facility. 25. Littering on University property or at University-sponsored activities. 26. Unauthorized use of University computing equipment, services or facilities. Such unauthorized usage may include, but not limited to, improperly accessing or altering academic or administrative records, and/or information contained in an instructional or research account, harassment through e-mail, possession of unauthorized passwords, destruction of hardware or software, unauthorized copying of software, activities related to personal for-profit ventures unrelated to the educational mission of the University or illegal activities. 27. The unauthorized use of the emergency exit doors of the University shuttle buses. (Use is authorized in an emergency endangering the life and safety of passengers and driver). 28. Sexual harassment by a student of any member of the University community as delineated in Personnel Services under "Discrimination Complaints/Sexual Harassment" and "Discipline and Discharge" of the SFA Policy and Procedures section of the SFA Web pages. 29. Selling or distributing course lecture notes, handouts, readers or other information provided by an instructor, or using them for any commercial purpose without the express permission of the instructor. 30. Violating any rule, regulation, or law for which the University could be penalized including but not limited to fire, safety, or environmental codes. 31. Disrupting the normal University community living environment to the extent that the rights and/or safety of others are denied. Source of Authority: Board of Regents, President, Vice President for University Affairs Cross Reference: SFASU Web Pages Contact for Revisions: Judicial Office P23 Forms: None P24 University Logo/Seal D-38 Original Implementation: Unpublished Last Revision: December, 1987 July 27, \999July 8, 2004 Requests for the use of University logos such as the Lumberjack, Ladyjack, or other emblems, should be directed to the Associate Athletic Director where they will be forwarded to the University's contracted licensing agent. The University retains all rights to the logo and licensing revenue is dedicated to support the University Athletic Department. The official seal is reserved for University use. Source of Authority: 15 U.S.C. sec. 1127 et seq.; Texas Business and Commerce Code sec. 16.01 et seq.; President Cross Reference: None Contact for Revision: Vice President for University Affairs, General Counsel Forms: None Return to Policy & Procedure Main Page P25 Compliance with the Americans with D-41 Disabilities Act Original Implementation: October 19, 1993 Last Revision: April 20, 2004July 8, 2004 The Americans with Disabilities Act signed into law on July 26, 1990, acknowledges the findings of congress that millions of Americans have one or more physical or mental disabilities. The legislation provides a comprehensive national mandate for the elimination of discrimination against individuals with disabilities. It is the intent of the Board of Regents of Stephen F. Austin State University to comply with both the letter and the spirit of the Americans with Disabilities Act ("ADA") as well as the Rehabilitation Act of 1973 and other laws protecting the rights of persons with disabilities. Compliance measures should address the necessity to provide opportunities to qualified persons with disabilities in employment and in access to education, where this will not pose an undue burden or fundamentally alter the programs of the institution. The Board recognizes that compliance with ADA requires increased awareness of all University employees and a commitment of institutional resources. Further, it is the intent of the Board to continue this institution's strong commitment to meeting the special needs of individuals with disabilities, and that this commitment remain an integral part of the educational mission and service component of Stephen F. Austin State University. It is the intent of this institution that ADA compliance measures shall include the following: • Diligently pursue the identification and elimination of physical, communication and attitudinal barriers to activities, programs, or series operated or sponsored by the institution, including employment, academic criteria, student and public services, and facilities. • Implement procedures for raising awareness of the requirements of ADA throughout the institution; • Provide coordinated and timely response to requests from individuals with disabilities; • Create a task force to support the efforts of an ADA Coordinator and ensure continued sensitivity to special needs of individuals with disabilities. University policy prohibits discrimination against faculty, staff or students on the basis of race, color, religion, sex, age, national origin, disability or disabled veteran status. Definition: Discrimination on the basis of disability means: • to limit, segregate, or classify a job applicant or employee in a way that may adversely affect opportunities or status because of the applicant's or employee's disability; P26 • to participate in a contract which could subject an applicant or employee with a disability to discrimination; • to use any standards, criteria or method of administration which could have the effect of discriminating on the basis of disability; • to deny equal jobs or benefits because of a disability; • to fail to make reasonable accommodations for known physical or mental limitations of an otherwise qualified individual unless it can be shown that the accommodation would impose an undue hardship; • to use selection criteria which exclude disabled persons unless the criteria are job related and consistent with business necessity; and, • to fail to use employment tests in a manner that ensures that the test results accurately reflect the applicants or employee's skills or aptitude for a particular job Source of Authority: The Americans with Disabilities Act of 199042 USC Sec. 12101 et seq., Rehabilitation Act of 1973 (29 U.S.C.706(8)) Board of Regents, President Cross Reference None Contact for Revision: Director of Human ResourceG;4£t4 Coordinator Forms: None P27 CAMPUS WIDE INFORMATION SYSTEM D-45 University Web Development Original Implementation: August 1, 2000 Last Revision: April 30, 2002July 8, 2004 I. Purpose Campus Wide Information System (CWIS) £/mvers/fy web sites is both an are important public relationsrgcn^Ymg and retention tools for the university and sources of vital information for current and'^-prospective students, faculty, students, and staff. Consequently, the web CWIS site should must be managed to ensure that information is accurate, pertinent, and easily accessible to users while at the same time recognizing the creative diversity of campus departments and programs, including those with disabilities. In addition, Texas law requires that every state agency establish a web site to communicate with the public, post specific information and meet certain accessibility requirements. The law also requires each agency to establish specific policies, procedures, guidelines and responsibilities for the site. This policy establishes standards for all university web pages linked to the CWIS A university web page is any page linked to the university's primary or recruitment web sites in which university resources (i.e. money, staff time, server space etc.) are involved in any way in the page's creation and distribution regardless of location or subject matter. Only web pages prepared and maintained in accordance with university policy will be linked. This policy and its associated style guides are designed to help the university create a clear and consistent identity on the web and to help web developers create pages that communicate clearly andproperlyy-thai display properly, and thai-use the elements ofSFA fs visual identity. It is intended that by doing this the university will establish and maintain a coherent appearance for tho CWlSunivcrsity web site, promote a positive image for the university achieve a minimum level of quality on all pages, clearly ensure assign accountability forage content and ensure accuracy of information presented in the name of tho university. This policy is intended to supplement state law, rules, and regulations. Web page developers should refer to the laws and regulations concerning World Wide Wob Guidelines (http://www.sfasu.cdu/new_wwwguidolines.html) and 1 T.A.C. Sec. 201.12 Sstate web sites in the statutes (http://www.statc.tx.us/Standards/S201 12.htm) (appendix)2Q(5.1-6 http./Iinfo. sos. state, tx. us/pls/pub/readtac$ext. View TA C?tac_view=4&ti=l &pt=1 O&ch=2 06&rl=Y for additional information on developing web pages . It is not the intent of this document to place unnecessary constraints on tho design and content of individual pages. All campus organizational units aro encouraged to croato pages which reflect their mission, goals and needs, limited only by the minimal requirements established by this policy. P28 II. Publications Policy The CWIS university website is a quasi-university publication. The university is reflected in the appearance and content of its web pages. Therefore, CWIS web pages should be prepared with this function in mind. The same or greater amount ofcaxz should be taken to ensure that information is accurate, up-to-date and consistent with the university *s mission as would be taken with a print publication. III. Copyright and Privacy Information created by a government agency is largely considered to be in the public domain. "Found" graphics or outside information must not be used on web sites without proper attribution^.-and-e Copyright laws and university copyright policy must be followed. Specific web-based forms that require personal information from a visitor must post a privacy policy or a link to the policy at the top of the page/form indicating how the information, including information collected in server logs or cookies ,will be used and under what conditions the information may be shared or released to another party. The form must include a provision for the individual to opt-out of sharing the information with another party. IV. Commercial activity Commercial activity is not allowed on any university site.The Campus Webmaster will implement the Platform for Privacy Preferences (P3P) on the main page and key entry points to the CWIS. IW. Responsibility A. The University Web Development Committee is responsible for establishing and maintaining a priority structure for web development, reviewing cases of conflicting priority, and advising the Web Development Office with strategic planning and decisionsmanagement. The committee serves as final arbitrates disputes and reviews all requests for exemptions from this policy. Pendingifnti the University Web Ccommittee's review, disputes, exemption or other requests, the decisions of the Campus Webmaster regarding disputes, exemptions or other requests will be in effect. B. A library staff member designated by the university Library Director serves as Campus Webmaster. The Campus Webmaster designs oversees the Web Development Office (WDO). The WDO has overall responsibility for the operational management of the university's primary and recruitment web sites. The WDO designs the university home page and index pages; ossistsprovides leadership in the development of CWIS university web policy and guidelines; P29 assesses user satisfaction; establishes and maintains a« SFA EHistserv ebmasters group in mySFAand other lines of communications with campus wob page developers; advises works with the Web Development CommitteeGWiS Committee on matters pertinent to CWISweft development and management; and maintains links to organizational unit web pages in accordance with this policy. The WDO also creates official university web templates and works withassists departments in the development of site designs that are consistent with university policy, mission and image. Campus Webmaster WDO may will refuse to link web pages which are not prepared or maintained in accordance with university policy, have not been approved by the WDO or other pages as directed by the Web Development Committee. The WDO has overall responsibility for the operational management of the university web site and specifically the university home page and index pages. C. The administrative head of each campus organizational unit maintaining a web site is responsible for seeing that the siteRcsponsibility for each office or department web site is delegated to and the responsibility of each department or office head. In this distributed model of Web management, the WDO has the coordinating responsibility to help ensure that the web policies arc implemented, style guidelines arc followed and that SFA }s web sites arc effective, adheres to this and other university policies. D. Aft4/ndividuab designated as University Server Administrator by the Director of Information Technology Services manage the main CWIS university web server. Unless their files are exceptionally large, organizational units may arc encouraged to use this server in lieu of maintaining their own. E. Every organizational unit head shall designate an individual(s) to serve the following functions: Pagemaster, Webmaster, and if applicable, Server Administrator. (The same person may serve in one or more of these capacities.) To ensure continuity, these individuals must be regular (non-student) university employees. However, the organizational unit head is responsible for the unit's web site and its adherence to university policy. Careful thought must be given to the collection of site content and the ongoing responsibility of site maintenance. Tbe-Each organizational unit head will keep the Campus Webmaster WDO apprised of the current designees and will assist the WDO in ensuring that all of the designees' responsibilities have been fulfilled. All units must register their web sites and their designees in the SFA Site Database at http(name goes here). All designees must join the "SFA Web Developers " group in mySFA and attain certification by attending classes offered by WDO . All designees will be required to attend certification class that will covering their roles, university policy, guidelines and procedures and use of the content management system (CMS regarding the web and will provide the ncccssaiy training for a university content management system (CMS) in regards to their responsibilities. P30 (1) Pagemasters are responsible for web page quality. . They should regularly They should continuously review their organizational unit pages for accuracy, clarity,-ef expression, proper grammar and spelling and consistency with university and organizational unit mission, policy and visual identity. (2) Webmasters are responsible for the technical aspeetsmaintenance of the organizational unit's web pages. They ensure that proper linkages are maintained between pages and to the university home page. They check and remove dead links on a regular basis and otherwise ensure that pages perform as intended and are maintained in accordance with the technical requirements of state law, this policy, university style guides and other university guidelines. (3) Server Administrators are required for all organizational units which maintain their own servers. Server Administrators are responsible for maintaining and monitoring their organizational unit's files in accordance with this policy. Departments/Divisions Organizational units with collections on the main SFASU server should work with the University Server Administrator to utilize these features. Unless their files are exceptionally large, organizational units are encouraged to use this server in lieu of maintaining their own. All servers must conform to university policy "Computer & Network Security" D-8.1. VI. Web Page Standards A. Design University web sites must either use a standard SFA web template provided by the University Web Development Office, or the web site owner must work with the WDO to develop an approved non-standard template. Web site owners wishing to develop their own non-standard template will contact the WDO prior to development to discuss the issue and obtain detailed requirements. The WDO will review all non-standard templates. The University Web Development Committee will decide ultimate resolution of any disputes that may arise regarding web design. B. All requests for exemptions from this policy must be submitted to the University Web Development Committee for approval before the site is deployed. Exempted sites will be reviewed by the Web Development Office and possibly the University Web Development Committee. Brand SFA fs branding or corporate identity system will primarily consist off our elements: P31 1. A set of unique logos and marks 2. A set of official colors 3. A set of official typefaces 4. A set of navigation links and standards The branding erand consistent look and feel appearance of the University web site and the association of a specific web page with the university will be accomplished through the management of these elements. Style guides and standards will be developed based on materials provided by the Director of Enrollment Managementdclivcred by the university's marketing consultant and the University Marketing Committee. These guidelines and standards must be used unless the University Web Development Committee has given and exemption, an exemption has been granted through the procedures enumerated in this policy. The degree of application of the SFA corporate identity or branding will depend on which of the following categories a particular web site or web page fits. Different guidelines, standards and templates will be specified for each category. (1) Core Web Site: The Core Web Site category is maintained by the WDO (i.e. university homepage and index pages) and includes the top level web pages that consolidate information from several different departments.-and is maintained by the WDO (i.e. university homepage and index pages) (2) Recruitment Site: The recruitment site includes all pages associated with the goSFA.com site. It is developed and maintained by the WDO and the Director of Enrollment mManagement, and will be directed by the University Marketing Committee. (3) Primary Unit Sites: These sites include all web sites representing university offices and departments of interest to prospective students and other non-SFA related users. Examples of these sites would include Admission, Registrar, Financial Aid and all academic departments and programs. It will be the responsibility of the head of each unit to see that these sites arc in compliance with all policies and guidelines. . Templates created by the WDO can be used for these sites or theyWDO can workassist with the WDO site managerste with the createion of specialized templates. (4) Course or Academic Project Pages: Pages made by faculty or students to support course work or research projects are the responsibility of the individual in charge of the project or the particular individual that created the page. Minimal requirements will be made for these pages, and they arc subject to P32 review by the departments chair or dean, the WDO or Campus Web Committee. (5) mySFA: mySFA functions primarily as ais considered a campus intranet serving the SFA community and is intended for on campus use. OnlyThe pages in ike-mySFA accessible to prospective students must follow this policy.portal arc not required to follow these guidelines for pages that will not be accessible to prospective students or to anyone not logged into mySFA. However, standards of accuracy, accessibility, currency and compliance with state and federal laws are expected. (6) Other Web SitesSponsorcd Organization: Web sites of organizations sponsored by SFA arc the responsibility of the president of the organization and may have minimal style and content requirements Other web sitesr Unofficial Web Sites: Iinclude student web pages, personal staff pages, student organizations and external professional organizations. These sites are the responsibility of the individual or organization creating the site and not the university. If any of these sites violates state or federal law, or if the individual or organization producing the site is no longer associated with SFA the site will be removed. Minimum content and style requirements will need to be met. Commercial activity is not allowed on any university site. Exceptions: as stated earlier all exceptions must be approved by the Campus Web Committee before they can be put into place. In conjunction with the C WIS Oversight Committee, the Campus Webmaster formulates World Wide Web Guidelines to help organizational units create web pages that are well designed and written. The Campus Webmaster may bo contacted with questions about page appearance or content. The following are required: C. Technical Requirements (1) Load Time. Load time goals and requirements are enumerated mshould conform to any standards enumerated in 1. T.A.C. Sec. 206.1- 6 State Web Sites Rules and Regulations. P33 (2) Duplication. To facilitate revisions and prevent contradictory information from appearing on the University web site, unit tmte Webmasters should not duplicate information already on the university web site but should instead link to information on the site of the office primarily responsible for the function or activity, link to needed information already on the university web rather than duplicating the information on their own sites. Offices responsible for producing the information must be the source of the information whether it is linked to or duplicated from their site. Information should be entered into the university's content management system and used from the system when available. (3) Identification. Each web site^s association^ with Stephen F. Austin State University must be clearly identified. The name of the organizational unit should be on every page it creates. The unit tteit-Webmasters or Pagemasters e-mail address must be displayed on the unit's main page. To preserve anonymity, generic e-mail addresses may be used. (4) Required page links. Documents should be designed to minimize users' reliance on navigational aids in browsers. Explicit LLinks must be provided on each page back to the homepage for that document or collection, and for the homepage, which must in turn include an explicit link back to the sponsoring department or unit. Each department or unit homepage must afee-include aft explicit link back to the SFASU homepage. Other links may be required for different web sites as directed by the University Web Development Office. Documents should be designed to minimize users' reliance on navigational aids in browsers. (5) Broken/Dead Links. Broken or dead links occur as pages are modified, moved, or deleted over time. If pages are maintained according to this policy, there should be no links on pages that consistently produce error messages or otherwise do not work. Unit Webmasters should check frequently for broken or dead links on their pages. An error rate of greater than 3% is, in most cases, unacceptable. To facilitate review by unit Webmasters, the WDO provides a frequently updated link report for each unit's web site at http://libweb. sfasu. edu/wdo/linkchecks/default, htm . Departments that fail to keep site links current will have links to their department removed from the university web site until the site is fberepaired. (6) Page dates. Each page should must be dated to reflect the latest update to the page. (7) Under construction. Under construction messages or image signs may not be used. (8) Names. Files, folders, and images should not have spaces in the name. Spaces are often overlooked when users type URLs. Moreover, sffpaces in links are P34 unconventional and occasionally do not work with some browsers or link checkers. (9) Index designation. Every directory on the central server must include a file named "index.htm or "html." (10) Mission statement. Every organizational unit must display its mission statement on its web site and must provide a prominent link from this statement to the university mission statement. D. Outsourcing If an organizational unit sccksutilizes web development assistance, paid or volunteer, outside of the Web Development Office, the University does not guarantee that it will add the products of that labor to the University web site. Units considering outsourcing web development mmtshould contact the WDO first. The WDO will work with units and their web consultants to help ensure that outsourcing efforts arc not wasted, that the final product of outsourcing efforts complies with university policy and that the final site supports the mission and goals of the unit and the university effectively. The results of these efforts may be reviewed by the University Web Development Committee. DE. Content Responsibility for accuracy of web content is delegated to various deans, directors, managers and their designees: (1) Faculty web pages must be approved by the relevant dean or designee. (2) UnitOffice or Departmental web pages must be approved by the relevant director/manager or designee. (3) SFA home page and corporate top level pages must be approved by the Campus Web Master and the University Marketing Committee, the Director of Enrollment Management. (4) Administrative material, erg^e.g. policies, minutes of meetings, are to be approved by Authorized Officer and VC as appropriatcthrough appropriate administrative channels prior to posting. (5) All pages must have the following information located on the page footer. • The name or position of the person that granted approval. • The date the approval was granted • Last modified date P35 • A contact or feedback link to an email address or a page listing various ways to contact SFA. (6) Obsolete or out-of-date material must be removed as soon as practical (7) The Web Development Office will remove links on the university home page and index pages to material that is considered obsolete. VI/. ADA Compliance Pages must be accessible to persons with disabilities. See the Stephen F. Austin State University World Wide Web Guidelines andl. T.A.C. Sec. 206.2 State Web Sites Rules and Regulations for additional information on meeting requirements of the Americans With Disabilities Act (ADA). (1) Text files must be available for sound files containing substantive spoken content. All sound files must have appropriate alt tags. (2) Images and other visual files must include an ALT tag and appropriate text. VIII. Policy Violations If a particular web page or site fails to comply with this policy, the Web Development Office will: (1) Contact the Pagemaster of the page andto discuss the problem and, when possible, heipoffer assistance to achieve an acceptable solution. (2) If the problem is not adequately-being addressed within five business days the WDO will then contact the unit head to work outplan an acceptable solution. (3) If the problem is still not adequately addressed within another five business days the WDO will notify the vice-president of the appropriate division and remove all links to the offending web site from the university home page, index pages and other web pages, then refer the problem to the Provost and vice president of the appropriate division and the University Web Development Committee. After informing the aforementioned individuals and groups the Campus Webmaster is authorized to enforce the removal of the material from any sewer within the university.. (4) The appeals process in section V can be used to resolve any conflicts arising from the decisions of the WDO. VIII Exceptions: All requests for exemptions from these standards must be submitted to the University Webmaster for approval before the site is deployed. The University Web P36 Development Committee will arbitrate any disputes that may arise regarding the application of these standards. Source of Authority: Vice President for Academic Aff&irsPresident Cross Reference: SFASU Home Page; SFASU WebmasterAfoMg Contact for Revision: Vice President for Academic AffairsPresident Forms: None P37 Classified Pay Plan E-8N Original Implementation: September, 1990 Last Revision: April 20, 200Uuly 8, 2004 GENERAL All funds disbursed by the University are subject to University regulation and control, regardless of original source. Therefore, all classified employees are covered by this policy, regardless of the source of funds. This document has been developed to assist in administering the Classified Pay Plan ("Plan") for Stephen F. Austin State University. It includes the current fiscal year Salary Schedule consisting of approved pay grades, the table of approved job titles and codes, and an alphabetical listing of all job codes and titles. Human Resources (HR) must be contacted if the need arises for a new job code or title. Otherwise, only the job codes or titles which appear in this Plan apply. Recommendation for employment of a person will be made on a Personnel Action Request Form ("PAR"). This form shall reflect the job title, job code, pay grade, and the salary for the position being filled. The appointee may not be employed and shall not be allowed to work until the PAR has been fully approved through proper channels. Regardless of source of funds, rates of pay for positions included in the Plan shall be consistently and equitably administered whether the employee is full-time, part-time, or temporary. All classified positions, except temporary positions, shall be posted with HR for a minimum of five work days. All vacancies will be posted on the Human Resources Website. Temporary positions are not required to be posted for five work days. HR recruitment sources will receive job posting notices on a regular basis. Approval of promotions, transfers or demotions made in accordance with University policies and procedures is delegated to the Director of HR and the appropriate Vice President. Recommendations for promotion, transfer or demotion shall be submitted to the Director of HR on a PAR with appropriate justification as may be necessary. Such submission shall be made prior to any commitment being made and prior to the effective date of the proposed change of status to provide for review of the request, determination as to the availability of funds, and compliance with all University policies. The Plan shall be approved annually by the Board of Regents on the recommendation of the President CLASSIFIED EMPLOYEES P38 The Plan governs all positions except executive, administrative, professional and faculty positions and is reviewed and approved periodically by the President. The basic responsibility for development, continued maintenance, and administration of the Plan is assigned to the Director of HR. Classified employees are identified by job code. Each job title has been assigned a unique code to facilitate reporting and preparation of the current operating budget as well as various state and federal reports. A pay grade (pay range) has been established for each job code. Each classified employee must be within the pay grade for his or her job title. Some employees have attained a pay rate greater than the maximum for their job codes. This occurred due to employment policies in effect prior to September 1, 1993. Such employees will retain their "out of grade" status until such time as their employment ceases or they are promoted to a higher job classification. ENTRY LEVEL PAY RATES All vacant positions will normally be filled at the entry level (minimum of the pay range) for the position. Employees being hired into a part-time position will receive a percentage of the minimum of the range (Example: Part-time employee being hired at 50% FTE will be paid at 50% of the minimum of the range). However, provision has been made to allow an employee to be hired at a rate higher than the minimum, under the following conditions: a) Two percent may be added to the minimum of the pay range for each year of relevant experience in excess of the minimum requirements. The experience may be in a similar position in higher education, in state or federal government, or in private industry. No more than eight percent may be added to the minimum of the pay range under this provision. b) Two percent may be added for each two years of formal education training above the minimum requirement for the position. Training must be related to the position being filled. No more than four percent may be added to the minimum of the pay range under this provision. The entry level salary may not be greater than the current budgeted salary for the vacant position. No more than a total of eight percent may by added to the minimum of the pay range under these two provisions combined. Each request for an entry level salary that is less than or greater than the minimum of the pay range must be approved in advance by the appropriate Vice President and Director of HR before any offer of employment is made to the applicant. MERIT INCREASES P39 Employees may be eligible to receive a merit increase based upon the results of their performance rating for the prior year. Merit increases will normally be granted only at the beginning of the fiscal year (September 1) unless otherwise approved by the appropriate Vice President and the President. Merit increases will be determined by: a) the availability of funds, b) the employee's demonstrated work performance being consistently equal to or above the fully acceptable level (as defined in the Performance Management Plan), c) the employee's length of service, d) comparable salaries paid to other employees within the University who have the same job title, and e) maximum increase limits as determined by the President on an as needed basis. Any merit Merit increases m&strshould usually be within the pay range for the position. There are no exceptions. In no case will a merit increase be granted that will result in a pay rate above the maximum established for the pay grade of the employee concerned. (See Section on Reclassification and Promotion.) However, an employee whose current rate is above the maximum for the position may receive a "performance incentive bonus" increase if their performance rating is equal to or above the fully acceptable level as defined in the Performance Management Plan. The performance incentive bonus increase is defined as a one time payment processed with the September payroll which docs not increase the employee's base salary but rewards the employee for outstanding and exceptional performance. Merit Increases must be submitted by the immediate supervisor through appropriate administrative channels at the time of budget planning and must be consistent with performance documentation. An employee may be eligible for a merit increase when the following criteria have been met: a) the employee has been employed for at least six continuous months, and b) the employee was employed during the performance review period which is being rewarded with merit, and c) at least six months have elapsed since the employee's last promotion or merit increase, and P40 d) the supervisor has completed a timely review of the employee's performance and the performance rating is fully acceptable, commendable, or outstanding. Legislated general "across-the-board" or "cost-of-living" increases will be applied according to the legislation. Depending on the availability of funds, merit increases may be granted in addition to the general increase. If the employee's base salary is below the salary range minimum for his/her job, it will be adjusted to the minimum of the range on September 1 of each year provided that the employee is performing at the "fully acceptable" level or above. This is the sole basis for salary increases except for equity adjustments that must be approved by the Director of HR and the appropriate Vice President. RECLASSIFICATION Reclassification is defined as a change in the job description for a budgeted position. It does not relate to the employee who currently fills the position. The purpose of reclassification is to more accurately describe the functions of the position. It may or may not involve a change in the existing rate of pay for the position. Reclassification is the reassignment of a given position to a different title within the Plan. Reclassification is warranted when: a) the span of control increases, i.e., increased number of employees to supervise, b) when new responsibilities have been added, or c) the function of the position in the department warrants a change to an existing job description in a higher or lower pay grade. Reclassifications shall be determined by an analysis of the duties, level of responsibilities, minimum required qualifications, reporting relationships, and availability of resources for the position. Reclassification may result in a higher or lower pay grade. Reclassification of a position shall not be made to fit the qualifications of an individual employee but to reflect the qualifications required for the duties to be performed. The reclassification process shall not be used to request pay raises for incumbent employees. Employees who remain in positions which are reclassified to a higher or lower pay grade will be compensated at their current rate of pay or at the minimum of the range for the new classification, whichever is greater. The reclassification process is as follows: P41 a) The director or chair determines that the functions of a classified position within the department have changed. b) A Reclassification Request Form ("Request Form") and a Position Questionnaire ("Questionnaire") must be obtained from HR. The department chair or director is responsible for completing both forms. c) The Request Form and Questionnaire shall be completed in accordance with the instructions. Statements about the incumbent employee are unacceptable. The forms are forwarded to the Dean, if applicable, and then to the appropriate Vice President. If the Vice President concurs with the request, he or she will approve the Request Form and forward both forms to HR. Otherwise, the forms will be returned to the originating department. d) The Director of HR shall analyze and verify job information provided. Areas of concern will be resolved with the person submitting the request. Information used to analyze the request will be provided to the Reclassification Review Committee ("Committee"). e) The Committee will consist of the Vice Presidents who report to the President and the President. The Committee is not a standing committee, and will function only when reclassification requests are to be evaluated. f) The Committee will make the final decision regarding the reclassification requests and report the findings to the Director of HR who will notify the originating departments. g) Approved requests will be forwarded to the Director of Financial Services and the Vice President for Business Affairs for inclusion in the operating budget. h) Reclassified positions and salary adjustments if any, will take effect only on September 1. i) Once a reclassification request is approved, the originating department may then proceed with the process of filling the position. However, the new salary and title approved in the reclassification process will only become effective on September 1. PROMOTIONS Promotions are defined as an increase in job responsibilities and a change in job title to a higher pay grade. An example is a change from Accounting Clerk I to Accounting Clerk II. INTERNAL PROMOTIONS a) The possibility for an internal promotion may result from a position reclassification or a position with a higher pay grade becoming vacant. P42 b) It is not required that a vacant position be publicly advertised if it is to be filled by internal promotion. However, it must be posted within the University to allow all employees an opportunity to apply for the position. c) An employee who is promoted shall receive a two percent increase or the minimum of the range for the new position, whichever is greater. However, if the employee's experience and formal education exceeds the minimum requirements for the position, the salary may be increased according to the same criteria used for hiring an outside applicant. (See Section for "Entry Level Pay Rates") d) The promotion must be approved in advance by the appropriate Vice President and the Director of HR. e) The request for promotion must be supported by past performance evaluations. f) It is the department's responsibility to prepare the necessary PAR for a promotion and to submit the form at an appropriate time. Promotional increases will not be retroactive. They will be effective on the date the promotion is approved. VACANT POSITIONS a) In order to process filling a vacant position, the HR Form 10 ("PER-10") must be completed, approved, and forwarded to HR. b) A vacant position must be advertised through HR recruitment sources before an applicant is selected. The decision to advertise a vacant position in the media is a joint decision between the Director of HR and the department manager. The requesting department pays any advertising costs. c) If the selection of a current employee to fill the vacant position results in a higher pay grade for the employee, the minimum salary paid to the employee must be equal to the employee's current salary plus two percent, or the minimum of the pay grade for the new position, whichever is greater. However, if the employee's experience and formal education exceeds the minimum requirements for the position, the salary may be increased according to the same criteria used for hiring an outside applicant. (See Section for "Entry Level Pay Rates"). d) The promotion of a current employee to fill a vacant position must be approved in advance by the appropriate Vice President and the Director of HR. e) The request for promotion must be supported by past performance. TRANSFERS P43 When an employee is transferred to another position having the same or different title, but the same pay grade, the employee shall be given the same salary as before the transfer. An employee being transferred to a position that represents a change to a lower pay grade constitutes a demotion. (See Section on Demotions.) Employees accepting transfer from one job to another requiring substantially different qualifications or promotion to a position of added qualifications shall not be subject to the 180 day probationary period. DEMOTIONS Demotion is the assignment of an employee to a position with a lower pay grade, fewer responsibilities, and simpler duties. The employee's salary will be adjusted to an appropriate level within the new salary range as agreed upon by the director or chair of the department and the Director of HR. The new rate shall be determined by consideration of the circumstances related to the demotion and the employee's longevity and job performance. A request for demotion of the employee may be submitted to the Director of HR. The Director of HR and other appropriate University personnel will determine whether the supervisor has ample documentation to support the demotion request. An employee may make a written request to the Director of HR for a demotion to a lower classification. All demotions are subject to approval through the appropriate administrative channels prior to the action occurring. ESTABLISHMENT OF NEW POSITIONS New classified positions are those created for the first time and to which no incumbent is assigned. Establishment of new classified positions, regardless of source of funds, requires the prior approval of the President. The requesting director or chair shall prepare a New Position Request Form with details of the position requested and forward this form through the normal channels for approval. The Director of HR shall evaluate the new position using existing job analysis and evaluation procedures. The Director of HR shall recommend a starting salary to the Vice President for Business Affairs for certification of funds. P44 ADDITIONS OR DELETIONS TO THE PLAN The Director of HR shall constantly review the Plan for relevance and fairness and make recommendations for adjustments of the Plan to the Vice President for Business Affairs. After review, the Vice President for Business Affairs will make recommendations for Plan modifications to the President. PROBATIONARY PERIOD All new classified employees will be hired for a 180 day probationary period at the rate specified in the Pay Plan for the position. There is no automatic increase in pay after completion of the probationary period. During and at the completion of the 180 day period, the employee's supervisor will review his or her performance and make a recommendation whether the employee is to be retained or dismissed. PERFORMANCE REVIEW Review of the employee's job performance is best provided through continuous open communication between the employee and the immediate supervisor. Supervisors are required to perform annual evaluations for all classified employees. The Director of HR will provide consultation to supervisors on performance evaluation methods. RE-EMPLOYMENT OF FORMER EMPLOYEES Appointments of former employees shall be governed by the rules on entry level rates. Source of Authority: Vice President for Business Affairs Cross Reference: None Contact for Revision: Director of Human Resources Forms: Personnel Action Request, see Index E-39; Classified Position Personnel Requisition; New Classified Position/Reclassification Request; Performance Management Plan and Review (all available in Human Resources or University Printing Services) P45 Compensation in Excess of Base Salary E-9 Original Implementation: April 13, 1988 Last Revision: October 23, 2001 July 8, 2004 This policy establishes guidelines for the total allowable compensation paid to faculty and staff from University-controlled funds to insure compliance with federal and state regulations. General 1. Each faculty and staff member is accountable to Stephen F. Austin State University for 100 percent of the duties and facilities associated with the employee's basic appointment. The primary obligation of University employees is the full and complete execution of all assigned duties and responsibilities. 2. State regulations prohibit the appointment of University employees for more than 100 percent time for services considered to be regularly assigned duties associated with an individual's full-time responsibility. Any individual who is dually employed with the University and with another state or federal agency must obtain prior written approval from the President and the Board of Regents before entering into any activity for which additional compensation is to be requested or paid. 3. Employees may be requested to provide consulting, extension, and/or other activities within the University that are considered to be in addition to their regularly assigned duties for which additional compensation may be paid. 4. All activities for which an employee is to receive additional compensation through the University must be approved in writing by the employee's department chair, dean, and the appropriate vice president prior to work commencing on the "Request for Additional Compensation Employment" form. 5. Without exception, all payments to University employees for additional compensation will be made through Payroll Services and requests will be submitted on a "Request for Additional Compensation Employment" form. 6. Non-exempt (classified) employees must be compensated for work in excess of forty (40) hours in any work week in accordance with compensatory or overtime payment regulations and procedures. No classified employee will be paid on a Request for Additional Compensation Employment form unless it is casual, seasonal work that must be performed outside their regular department. 7. The base salary period for a full-time faculty appointment is the academic year (normally September 1 through the following May 31). Summer months and periods of time during the academic year when the University is not in session, e.g., weekends, holidays, semester breaks, are not included in the base salary period. However, regular P46 University activities for which faculty may be responsible are on occasion scheduled outside the base period. Other Activities 1. The activities listed below are considered as additional responsibilities for which an employee may receive extra compensation, the total of which may not exceed 20 percent of base salary during any appointment period. 2. The rate of additional compensation paid for activities performed during other than appointment periods may not exceed 100 percent of the salary rate paid during the preceding appointment period at the University. 3. The following activities are examples of acceptable justifications: a. special projects assigned as overload by University administrators; b. consulting or other special services conducted for a University department or area other than the employee's department; c. services beyond normal duties of the position held which cannot be reimbursed by compensatory time; d. increases in teaching load assigned by the Provost/Vice President for Academic Affairs; e. duties performed by an employee not under contract at the time the duties must be performed. Source of Authority: 29 U.S.C., sec. 201 et seq.; V.T.C.S., arts. 5165 to 5165a; Board of Regents; President Cross Reference: None Contact for Revision: Vice President for Business Affairs Forms: Request for Additional Compensation Employment, Additional Compensation Approval (both available in University Printing Serviceson the SFA web at http://www.sfasu. edu/personnel/AdditionalCompensation. htm) P47 Dual Employment E_12 Original Implementation: Unpublished Last Revision: July 17, 2001